User Agreement

Effective date: 17 May 2026

1. Acceptance of Terms

By accessing this website, submitting an enquiry, requesting a demo, logging in, ticking an acceptance box, paying an invoice, using Workshop System, or communicating with us about our products or services, you agree to this User Agreement. If you act for a company, workshop or organisation, you confirm that you have authority to bind that organisation to these terms.

2. Definitions

"Workshop System" means the workshop management software, website, modules, tools, support materials and related services offered by Bizcloud Asia Sdn Bhd, whether cloud-hosted, client-hosted, on-premise, demo, trial or production.

"Services" means access to and use of Workshop System, support, configuration, hosting, maintenance, training, migration assistance, integrations and any related work we agree to provide.

"Customer Data" means all data, files, documents and records entered, uploaded, imported, generated, stored or processed by you or your authorised users, including customer details, vehicle records, service history, spare parts records, invoices, job sheets, reminders, reports and workshop notes.

"User" means any person authorised by you to access the Services using a username, password or other access method. "Business Hours" means Monday to Friday, 9:00am to 6:00pm Malaysia time, excluding Malaysian public holidays, unless a separate written SLA states otherwise.

3. Company and Service Provider

Workshop System Malaysia is operated by Bizcloud Asia Sdn Bhd. References to "we", "us" and "our" mean Bizcloud Asia Sdn Bhd and its authorised representatives. References to "you" mean the website visitor, customer, subscriber, user, company, workshop or organisation accessing or using the service.

4. Scope of Use

Your subscription or service arrangement allows you to use only the modules, user limits, locations, storage, support plan and features listed in our quotation, invoice, order form or written confirmation. Unless we agree in writing, you may use Workshop System only for your own internal business operations and not for resale, outsourcing, service bureau use, benchmarking by competitors or copying our features.

5. Cloud and Client-Hosted Installations

For cloud services, we will use commercially reasonable efforts to host the application and database in our designated hosting environment, apply reasonable infrastructure security measures, maintain backups at the infrastructure level and perform system maintenance or upgrades from time to time.

For client-hosted, PC-hosted, local server, NAS, virtual machine or third-party hosting installations, our responsibility is limited to the Workshop System software under an active support or maintenance plan. You are responsible for hardware, operating system licensing, antivirus, firewall, network, internet access, power protection, physical security, disk space, backup devices, server health and third-party hosting.

6. Account Responsibility

You are responsible for all activities under your account, maintaining the confidentiality of login credentials, restricting user access, removing users who no longer require access and notifying us promptly of suspected unauthorised access. We are not responsible for loss or damage caused by weak passwords, password sharing, phishing, malware on your devices, shared accounts, user misuse or failure to control internal access.

7. Customer Data, Accuracy and Decisions

You remain fully responsible for the accuracy, legality, completeness and timeliness of Customer Data. Bizcloud Asia Sdn Bhd does not review, verify, audit, approve or certify your workshop records, customer information, vehicle history, job costs, invoices, reports, reminders or business decisions.

All commercial, accounting, tax, insurance, warranty, customer service, legal, compliance and operational decisions made using Workshop System reports or records remain your responsibility. You must review and verify outputs before relying on them, sending them to customers, submitting them to any authority, or using them for payment, claims, accounting or legal purposes.

8. Acceptable Use

You agree not to misuse the website or system, interfere with security, attempt unauthorised access, reverse engineer the software, copy protected materials, introduce malware, overload the service, scrape data without permission, use the service for unlawful activity, or use Workshop System in a way that may harm Bizcloud Asia Sdn Bhd, other users or third parties.

You must not upload or process unlawful, harassing, defamatory, obscene, fraudulent, spam, scam, infringing, malicious, misleading or abusive content. If we reasonably believe your usage is illegal, abusive, harmful, insecure or in breach of these terms, we may suspend or terminate access without refund.

9. PDPA, Privacy and Confidentiality

You are responsible for complying with the Malaysian Personal Data Protection Act 2010 and other applicable data protection laws for the personal data of your customers, employees, suppliers and other individuals. You must ensure that you have proper notice, consent, authority or legal basis to process personal data through Workshop System and to allow us to host, support or access it where necessary.

Both parties may receive confidential business, technical, pricing, account, customer or operational information. Each party agrees to use reasonable care to protect confidential information and to use it only for legitimate service, support, commercial or legal purposes.

10. Client-Hosted Backup and Data Loss

Where Workshop System or its database is installed on your own computer, server, NAS, VM, cloud server or third-party hosting environment, you are solely responsible for regular backups, backup monitoring, restore testing, redundancy, antivirus, ransomware protection, encryption, access control and physical security.

We are not liable for data loss, corruption, downtime, recovery cost or business interruption caused by hardware failure, operating system failure, disk full conditions, viruses, ransomware, user deletion, network issues, power failure, misconfiguration or failure to perform proper backup and restore tests. Any recovery or repair work may be chargeable on a time-and-materials basis.

11. System Bugs, Corrections and Statutory Changes

If you suspect a system defect, calculation error or report issue, you must notify us as soon as possible with reasonable details, screenshots and sample data. If a confirmed defect exists, your sole remedy is correction of the software or a reasonable workaround where practicable.

Where Workshop System contains business rules, templates, tax-related fields, e-invoice references, reminder logic or reporting formats, there may be a time gap between law, regulation, platform or industry changes and our deployment of updates. You remain responsible for verifying correctness before final use or submission.

12. Fees, Payment, Taxes and Renewals

Any trial, subscription, setup fee, maintenance fee, renewal, customisation, support charge or service charge is subject to the quotation, invoice, package terms or written confirmation issued by us. Unless expressly stated otherwise, subscriptions are billed in advance, fees are non-refundable, all fees are exclusive of SST or other applicable taxes, and late payment may result in suspension of access.

You are not entitled to set off, withhold or deduct any amount against our invoices unless required by law. Pricing stated on old pages, marketing material or archived content must be confirmed with us before purchase.

13. Support and Service Level Targets

Standard support is provided during Business Hours through reasonable remote channels such as email, remote access, phone or WhatsApp. After-hours support is best-effort and may be chargeable unless covered by a separate written SLA.

For cloud services, target initial response times during Business Hours are: Severity 1 critical outage affecting all users, within 2 working hours; Severity 2 major issue affecting key function with limited workaround, within 4 working hours; Severity 3 normal issue affecting some users with workaround, within 1 working day; Severity 4 minor issue, how-to question or enhancement request, within 3 working days.

These are response targets, not absolute guarantees. Resolution time depends on issue complexity, third-party providers, access to information, your cooperation, data volume and technical environment.

14. Availability and SLA Exclusions

For cloud services, we may target monthly service availability of 99%, excluding scheduled maintenance, emergency maintenance, internet or telco issues, user device issues, LAN/WAN/VPN/firewall problems, third-party provider failures, force majeure events and issues caused by your configuration, data, integrations or misuse.

This uptime target does not create a service credit or penalty scheme unless expressly stated in a separate written SLA signed by both parties. SLA targets do not apply to client-hosted, PC-hosted, test, demo, non-production or unsupported environments.

15. Free Trial and Demo Accounts

We may offer free trials, demo accounts or preview access at our discretion. Trial or demo services are provided "as is", without SLA, warranty, production support commitment or data retention guarantee. Features, usage limits and duration may be limited or changed at any time.

Any data or configuration entered into a trial or demo account may be deleted when the trial ends. You are responsible for exporting or backing up any data you wish to keep before expiry.

16. Third-Party Services and Integrations

The website or system may use or link to third-party services such as hosting, email, WhatsApp, payment gateways, SMS providers, cloud storage, accounting systems, browser services, analytics tools or APIs. Third-party services are subject to their own terms, pricing, uptime, security and privacy practices.

If you enable an integration, you authorise us to exchange data with that provider as reasonably required to make the integration work. We are not responsible for disclosure, modification, deletion, delay, downtime, API changes, price changes or failures caused by third-party services outside our control.

17. No Professional Advice

Workshop System may help organise records and reporting, but it does not replace professional accounting, tax, insurance, legal, audit, compliance or business advice. You remain responsible for reviewing records, verifying calculations and obtaining professional advice where required.

18. Cybersecurity and Security Incidents

We will use commercially reasonable technical and organisational measures to protect cloud services under our control. However, no system is completely secure, and we do not warrant that Workshop System will be immune from hacking, malware, ransomware, data breaches, software vulnerabilities or other cybersecurity incidents.

For cloud services, if we become aware of a security incident affecting Customer Data in our controlled environment, we will use reasonable efforts to contain and remediate the incident, notify affected customers as soon as reasonably practicable and cooperate reasonably with lawful investigation or regulatory requirements.

We are not liable for any breach, data loss or security incident caused or contributed to by your actions or omissions, weak passwords, shared credentials, phishing, malware on your devices, insecure networks, third-party integrations, client-hosted environments or events outside our reasonable control.

19. Usage Monitoring and Product Improvement

We may collect system telemetry, usage logs, error logs, performance metrics and aggregated or anonymised usage data for security, abuse prevention, troubleshooting, product improvement, capacity planning and service health monitoring. We will not sell your identifiable Customer Data to third parties for their marketing purposes.

20. Beta, Experimental and Preview Features

We may offer beta, experimental, early-access or preview features. Such features are provided "as is", may be incomplete or unstable, may contain bugs or incorrect outputs, may be changed or withdrawn at any time and should not be used for production, live or compliance-critical workflows without your own testing and validation.

21. Artificial Intelligence and Automated Features

If Workshop System includes AI, machine learning, automation, generative AI, document parsing, recommendations, summaries or similar automated features now or in future, those outputs are for assistance only and may be inaccurate, incomplete, outdated, biased, unsuitable or misleading. AI and automated outputs do not constitute legal, tax, accounting, insurance, compliance or professional advice.

You must review, verify and approve any AI-generated or automated output before relying on it, sending it to a customer, submitting it to any authority, publishing it or using it for decisions. You are responsible for ensuring that your use of AI or automated features complies with applicable laws, PDPA obligations, internal policies and third-party rights.

Where AI features require third-party AI providers, certain inputs may be transmitted to those providers. We will use commercially reasonable efforts to limit shared data to what is reasonably necessary, but we cannot fully control third-party AI provider processing once data is transmitted. AI features may be modified, suspended, replaced or discontinued at any time.

22. Changes to Features or Services

Technology, hosting, security and regulatory requirements change over time. We may add, modify, deprecate, remove, suspend or discontinue website content, software features, packages, pricing, support processes, integrations, underlying technology, hosting providers, AI models or technical configurations from time to time. Continued use after changes are posted or communicated means you accept the updated service and terms.

23. Intellectual Property

All rights in the Workshop System website, software, interface, source code, database structure, branding, design, text, graphics, documentation, workflows and related materials belong to Bizcloud Asia Sdn Bhd or its licensors unless expressly stated otherwise. You receive only a limited, revocable, non-exclusive and non-transferable right to access and use the service for your internal business operations during an active subscription.

24. Disclaimer of Warranties

To the maximum extent permitted by law, the website and services are provided on an "as is" and "as available" basis. We disclaim implied warranties of merchantability, satisfactory quality, fitness for a particular purpose, accuracy, non-infringement, uninterrupted operation, error-free performance and suitability for any specific workshop process unless expressly agreed in writing.

You acknowledge that complex software is never wholly free from bugs, defects, downtime or security vulnerabilities, and that the existence of such issues does not by itself constitute a breach of this Agreement.

25. Limitation of Liability

To the maximum extent permitted by law, Bizcloud Asia Sdn Bhd will not be liable for indirect, incidental, special, consequential, punitive or exemplary losses, including loss of profit, revenue, goodwill, data, business opportunity, anticipated savings or business interruption, even if advised of the possibility of such loss.

Our total aggregate liability for all claims relating to this Agreement, the website or the affected Services will not exceed the total subscription fees actually paid by you to us for the affected Services during the six months immediately before the first event giving rise to the claim, or RM100 if no amount was paid.

Our directors, employees, agents, contractors and subcontractors have no separate personal liability to you for claims related to the Services. Your sole remedies are against Bizcloud Asia Sdn Bhd as set out in this Agreement.

26. Indemnity

You agree to indemnify and hold harmless Bizcloud Asia Sdn Bhd, its directors, employees, contractors, agents and representatives from claims, losses, liabilities, fines, penalties, costs and expenses, including reasonable legal fees, arising from your misuse of the service, breach of these terms, unlawful data entry, infringement of third-party rights, internal user disputes, failure to comply with applicable laws, failure to verify outputs, or your use of AI, integrations, reports or Customer Data.

27. Data Portability and Deletion

For cloud services, upon written request made within 30 days after termination or expiry of your subscription, we may provide a reasonable method to export Customer Data stored in our cloud environment, such as reports, database exports or other available formats. Export method, timing and scope may depend on your package, data condition, payment status and technical feasibility.

After this 30-day period, or where fees remain unpaid, we may delete, archive or anonymise Customer Data from active systems and backups in line with our retention practices, unless legally required to retain certain records.

28. Suspension and Termination

We may suspend or terminate access if you breach these terms, fail to pay applicable fees, create security risk, misuse the service, provide false information, violate law, use the service competitively without consent, or act in a way that may harm us, other users or third parties. Upon termination, access may be disabled, and we may provide a limited data export window at our discretion.

29. Compliance, Anti-Corruption and Export

You are responsible for ensuring that your use of Workshop System complies with all applicable laws and regulations, including tax, accounting, consumer, labour, data protection, anti-corruption, trade and export laws. You confirm that you have not received or been offered any illegal bribe, kickback, secret commission or improper payment from our employees, contractors or agents in connection with the Services.

30. Notice of Claims and Time Limits

You must notify us in writing of any claim or potential claim relating to the Services as soon as reasonably practicable and, in any event, within 30 days after you first become aware, or ought reasonably to have become aware, of the issue. Any legal action arising out of or in connection with this Agreement must be commenced within 12 months after the cause of action first arises, failing which it is permanently time-barred to the maximum extent permitted by law.

31. Force Majeure

We are not liable for delay or failure to perform caused by events beyond our reasonable control, including natural disasters, acts of God, war, riots, strikes, labour disputes, civil commotion, government action, embargo, pandemic, epidemic, power failure, utility failure, telecommunications outage, data centre outage, cloud provider failure, cyberattack, or failure of third-party systems on which we reasonably rely.

32. Entire Agreement and Relationship

This User Agreement, our Privacy Policy, quotation, invoice, order form and any separate written agreement signed or confirmed by us form the entire agreement for the Services and supersede previous verbal or written understandings. The parties are independent contractors. Nothing creates a partnership, joint venture, agency, employment relationship or fiduciary relationship.

33. Governing Law and Dispute Resolution

These terms are governed by the laws of Malaysia. The parties agree to submit to the courts of Malaysia for disputes arising from or relating to this website, the service or these terms, unless another dispute resolution process is agreed in writing.

34. Survival

Sections dealing with Customer Data, PDPA, confidentiality, payment, intellectual property, disclaimers, limitation of liability, indemnity, data export and deletion, notice of claims, AI and automated features, cybersecurity, governing law and any provision that by nature should survive will continue after termination or expiry of this Agreement.

35. Updates to Terms

We may update this User Agreement from time to time. Continued access to the website or use of the service after changes are posted means you accept the updated terms.

36. Contact

For questions about this User Agreement, contact Bizcloud Asia Sdn Bhd at sales@bizcloud.asia or call +6016-450 2380.