Privacy Policy

1. Who we are

OutDeck is run by Outsens Enterprise, a business registered in Malaysia ("we", "us").

Outsens Enterprise (SSM registration no. 201803300087 (002875865-P)), Malaysia

2. Whose data this covers, and our role

This Policy covers account holders, team members, buyers, website visitors, people who contact us, and people shown in screen content. We are the data controller (the PDPA's "data user") for each person's own login, password, sign-in log, sessions and app data, and for account, billing, support and website data. A business is the data controller for its screen content and for the details it enters about the people it adds (name, email address, role and shops), and we are its data processor for that data. We use that data only to provide the Service, as our Terms of Use set out, and the business must tell those people and get their consent where needed.

3. Personal data we collect

At sign-up we may use your IP address, on our own systems, to suggest your time zone. When you choose a password, we check a short piece of a scrambled form of it against a public list of leaked passwords, which reveals neither your password nor who you are. We do not ask for sensitive data, such as health or religious data, so please do not upload it. We do not collect your precise location, contacts or device files. If your account opts in (see Your consent), our servers also record each screen's IP address and the approximate city or region it maps to, which is never a precise location.

4. What you must give us

You must give us your name, business name, email address, a password (or Google sign-in) and time zone to open an account, a billing name and address to pay online, a screen's details to pair it, and bank details for a refund. Without them we cannot provide that part of the Service. Everything else is optional.

5. How we use personal data

• To run your account and screens.
• To bill you through Billplz. You pay each bill yourself, as we never charge you automatically. If a bill is still unpaid 7 days after your paid period ends, the account is paused (suspended) automatically until it is paid. Email billing@outdeck.app if we got it wrong.
• To send service emails, such as password resets and bills, which you cannot turn off while your account is open.
• To keep the Service safe, for example by checking sign-ins, checking new passwords against leaked lists and stopping misuse.
• To help you, including in support sessions (section 11).
• To fix crashes and see, in summary, how our website and apps are used.
• To meet legal duties, such as keeping tax records.
• If your account opts in, to understand our installed base and share aggregated, anonymised figures that identify no one with hardware partners and manufacturers.
• If you opt in, to send you our newsletter.

We never sell personal data, use it for advertising, profile individuals, or use it to train AI models, and anything we share to understand our installed base is aggregated and identifies no one. If you opt in, we send you our newsletter, which you can unsubscribe from at any time.

6. Your consent

When you sign up, accept an invitation or buy a plan, you agree to our Terms of Use (and our Refund Policy at checkout) and we show you this Policy. With Google sign-in on our website, continuing means you acknowledge it. We record what you agreed to, when and how. The PDPA also lets us use personal data without consent where our contract with you or the law needs it.

You can withdraw consent by emailing privacy@outdeck.app, and we will stop any use that relies on it. If the Service cannot run without that data, you would need to delete your account instead (Deleting your account). For analytics, use "Cookie settings" (section 10).

Using your screens' IP address and approximate location to understand our installed base is not needed to run the Service, so it relies on your separate opt-in. It stays off unless you turn it on in your Business profile settings, where you can turn it off again at any time.

7. Who we share personal data with

We share personal data only where needed to run the Service, and only with:

Email privacy@outdeck.app for the names of our service providers. They must protect personal data and use it only for us. Billplz and Google also act on their own account (for your payment and your Google account) under their own privacy policies. If we sell or merge our business, the new owner must protect personal data as this Policy says, and we will tell you first.

If your account opts in, we also share aggregated, anonymised installed-base figures, which identify no one and never include your raw data or individual screens, with hardware partners and manufacturers.

8. Transfers outside Malaysia

Our servers are in Malaysia. Your media files are stored in the Asia-Pacific region, which may be outside Malaysia, and delivered worldwide. Google handles its services in the United States and other countries. We send personal data abroad only where section 129 of the PDPA allows, such as where our contract with you needs it, or under contract terms that require the provider to keep it secure and use it only for us. Email privacy@outdeck.app for details.

9. Our apps

OutDeck Player (Android TV, TV boxes, tablets and phones). It plays your content on a screen. It downloads your content and keeps a copy, so it keeps playing if the internet drops. Its sign-in key is stored encrypted where the device supports it, and otherwise in the app's private storage. On a tablet or phone you can set it up by signing in on the screen: your email and password go straight to us, and the short-lived sign-in it gets is used only to pair that screen and is then cancelled. It is never saved on the device. To start by itself after a power cut, an app update or a crash, it asks you once to allow "Display over other apps", and it uses that for nothing else.

OutDeck Player for Windows. It plays your content on a Windows PC, and you download it from our website. It keeps a copy of your content, so it keeps playing if the internet drops. You can set it up by signing in on the screen: the short-lived sign-in it gets is used only to pair that screen and is then cancelled. Its sign-in key is encrypted by Windows, and if Windows cannot encrypt it, the key is kept only in memory, never saved unencrypted. To recognise the PC, it uses a one-way code made from the PC's hardware IDs, which cannot be turned back into them. It uses no Google services.

OutDeck phone app (Android). It lets you sign in, see your shops and playlists, pair screens and update your profile. It uses the camera only to scan a screen's pairing QR code. The image stays on your phone, though the scanner, which is Google's, may send Google technical details. Signing out deletes your sign-in key from the phone. None of our apps asks for your location, contacts, microphone, photos or files.

App usage counts and crash reports. Our Android apps send Google usage events (such as app opens, pairings, sign-ins, items played and restarts) and crash reports, with the device model, app and Android versions, an app ID and rough location from the IP address. Crash reports from OutDeck Player include the screen's OutDeck ID. This can include the device's advertising ID, which we never use for advertising. OutDeck Player for Windows sends nothing to Google: if it crashes or stops responding, it sends the report to us, with the screen's OutDeck ID, the app and Windows versions and a short log, with details such as Windows user names removed. We keep these reports for 30 days. Our apps show no ads, and there is no switch to turn this off yet.

10. Cookies and website analytics

We use these cookies, and no advertising cookies:

Google Analytics runs only on www.outdeck.app and our sign-up page, after you click Accept, and never on sign-in, password, invitation or payment pages or in the dashboard. It records the pages you view, how you arrived, your device, browser and rough location, and actions such as starting a demo. Accept switches on analytics only, not advertising. Google keeps this data for 14 months.

To change your choice, click "Cookie settings" at the bottom of any page. Switching analytics off deletes its cookies. One choice covers www.outdeck.app and portal.outdeck.app. If you block essential cookies in your browser, you cannot sign in.

11. When our staff can see your account

Our staff can see account, billing and screen status details to run OutDeck and help you. They see your media, playlists and schedules only in an "assist session": it needs a written reason, ends by itself (after 60 minutes unless set otherwise, never more than 8 hours) and is logged. We start one only when you ask for help, to fix a fault, to look into a breach of our Terms of Use, or for a legal request. While it runs, everyone signed in to your dashboard sees an "Outsens is assisting" banner. Email privacy@outdeck.app for a list of sessions on your account.

Our staff can also show a troubleshooting display on one of your screens for up to 30 minutes, without an assist session, and people nearby can see it. Everyone who works for us must keep personal data confidential.

12. How we protect personal data

• Connections to OutDeck are encrypted.
• Passwords are stored scrambled, so nobody, including us, can read them.
• Sign-in keys on screens are stored encrypted where the TV box supports it (section 9), and our servers keep only scrambled copies.
• Staff access is limited to what each person needs, and your content is visible to us only in logged, time-limited support sessions with a banner you can see.
• Sign-ins are logged, and repeated failed attempts are slowed down.
• Old data is deleted on a regular schedule (section 14).
• Backups are encrypted.

No system is completely secure, so if you think your account has been misused, email privacy@outdeck.app straight away.

13. Data breaches

If personal data is lost, stolen or accessed without permission, we contain it and assess the risk. For data we control, we notify the Personal Data Protection Commissioner within 72 hours of becoming aware of it. Where significant harm to people is likely, we tell them without unnecessary delay, and within 7 days of notifying the Commissioner. Where we hold the data for a business as its data processor, we tell that business without undue delay after confirming the breach and help it meet its own duties. We keep a record of every breach.

14. How long we keep personal data

After that, we delete it or make it anonymous.

15. Deleting your account

You can delete your workspace or your own login yourself, in the dashboard. This is the page Google Play links to for deleting an OutDeck account. Uninstalling our apps does not delete your account.

Deleting a workspace (account holder only)

Only the account holder can delete a whole workspace. You can delete your workspace once no paid plan is running. If your plan is still paid up, you can delete it after the paid period ends. To stop your plan, do not pay the next bill. A demo workspace, or one whose plan has ended (past due, or paused for an unpaid bill), can be deleted straight away. A workspace that is paused while its plan is still paid up cannot be deleted until the paid period ends.

1. In the dashboard, open Business profile, then choose Delete workspace.
2. Confirm with your password and workspace name, or, for a Google login on the web, an emailed link that works for 30 minutes.
3. The workspace is paused (suspended) at once. Screens show "Service paused", your team loses access, and pending invitations and unpaid bills are cancelled.
4. We email you the deletion date, a reminder 3 days before it, and a confirmation when it is done.
5. Until then, you can sign in and choose Cancel deletion on the deletion page. The workspace goes back to how it was (cancelled invitations are not restored).
6. We permanently delete the workspace after 30 days.

While a deletion is pending, the account holder can only see the deletion page, download invoices and manage their own login. A payment that arrives after you ask does not restart the workspace: it counts towards your plan if you cancel, or we refund it under our Refund Policy. For a copy of your media, email hello@outdeck.app before the deletion date. After it, deleted data cannot be brought back.

We delete everything in the workspace, and team logins that belong to no other workspace, but we keep bills, payment and agreement records for 7 years, a deletion record (dates and reference numbers only), sign-in and assist session records until their periods end, and anything needed for an open dispute or legal claim. Deleted data can stay in internal system logs for up to 30 days and in backups for up to 35 days, and if we restore a backup, we delete it again. A legal hold, such as a payment dispute, may delay a deletion, and we will tell the account holder.

Deleting your own login

In the dashboard, click your name, choose View profile, then Delete my login, and confirm with your password or, for a Google login, an emailed link. We schedule it with a 30 days cancel window: your login still works, and you can sign in and cancel until the deletion date. We email you the date and a reminder 3 days before, then permanently delete your login, memberships, photo, sessions and app sign-ins, and sign you out everywhere. We keep your sign-in log and the record of when you agreed to our terms for the periods in section 14. Your workspaces are not affected, and a paid plan does not stop you deleting your login. To leave just one workspace, ask its account holder or an admin to remove you. Your membership stays in its Trash for 30 days, and your login goes with it if it was your only workspace. An account holder must first delete the workspace, or email hello@outdeck.app to hand it over to someone else.

If you cannot sign in, email privacy@outdeck.app. Once we have checked who you are and that you can act for the business, we follow the same steps. If a paid plan is still running, we start the workspace deletion once the paid period ends.

16. Your rights

Under the PDPA, you can ask us to:

• tell you what personal data we hold about you, and give you a copy;
• correct it (you can change most details yourself);
• delete it, or delete your account yourself (Deleting your account);
• stop using it where you withdraw consent (section 6), for direct marketing, or in a way likely to cause substantial damage or distress;
• send it to you or another organisation in a common machine-readable format, where technically possible.

Email privacy@outdeck.app. We check the request comes from you and answer within 21 days, or tell you within that time why we need up to 14 more. A copy may cost the fee the PDPA rules allow, and we will tell you first. If we refuse, as the PDPA sometimes allows, we will explain why. Requests about a business's screen content, or the details it entered about you, go to that business, and we help it respond.

17. Children

OutDeck is for businesses, not anyone under 18. If you think a child has given us personal data, email privacy@outdeck.app and we will delete it. A business that shows children on its screens must have a parent's or guardian's permission.

18. Changes to this Policy

We update this Policy when the Service or the law changes, and change the "Last updated" date. Before a significant change takes effect, we email each workspace's account holder and, where the PDPA requires, ask for consent again.

19. Contact us and complaints

Email privacy@outdeck.app, or our data protection team at dpo@outdeck.app. If you are not happy with our answer, you can complain to the Personal Data Protection Commissioner at the Department of Personal Data Protection Malaysia (Jabatan Perlindungan Data Peribadi), www.pdp.gov.my.