Privacy Policy

1. Information We Collect

When you use our website contact form or engage our services, we may collect the following types of personal information:

• Full name
• Email address
• Phone number (if provided)
• Postal address (if relevant to your engagement)
• Details of the documents or correspondence you need assistance with
• Technical data from website use (browser type, IP address, pages visited) collected automatically via cookies

We collect this information directly from you when you complete our web contact form, write to us by email or post, or attend an appointment at our office.

2. Legal Basis for Processing

We process your personal information under the Malaysian Personal Data Protection Act 2010 (PDPA) on the following grounds:

• Contract performance: To deliver the clerical support service you have engaged us for
• Consent: For marketing communications and website analytics (you may withdraw consent at any time)
• Legitimate interest: For internal record-keeping and improving our services
• Legal obligation: Where we are required by law to retain or disclose information

3. How We Use Your Information

We use the personal information we hold to:

• Respond to your enquiries and confirm service engagements
• Deliver the services set out in our service agreement with you
• Maintain correspondence logs and file indexes as part of your engagement
• Send fortnightly file summaries and other agreed communications
• Keep internal records of completed engagements for a reasonable period
• Improve our website and understand how visitors use it (analytics only, with consent)

We do not use your personal information for automated decision-making or profiling.

4. Sharing Your Information

Longhand does not sell, rent, or trade personal information. We share information only in the following circumstances:

• With official bodies (pension departments, registries, former employers) solely at your written authorisation and for the purpose of your engagement
• With professional advisers (lawyers, accountants) where legally required
• With website hosting and analytics providers, under appropriate data processing agreements, where you have consented to analytics cookies
• Where disclosure is required by Malaysian law or a court order

5. How Long We Keep Your Information

We retain personal information as follows:

• Enquiries that do not proceed to an engagement: 12 months from last contact
• Active engagement records: For the duration of the engagement plus 6 years for accounting and legal compliance purposes
• Physical documents provided by clients: Returned or securely destroyed at engagement close, per your instructions
• Website analytics data: As configured by the analytics provider, typically 26 months

6. Data Security

We take reasonable steps to protect personal information from loss, unauthorised access, modification, or disclosure. These include:

• Password-protected digital files for electronic records
• Locked storage for physical documents held during an engagement
• Access to client records limited to staff directly involved in the engagement
• Secure disposal of physical documents (cross-cut shredding) when no longer needed

In the event of a data breach that may affect your rights, we will notify you and the relevant authority within a reasonable time in accordance with our obligations under the PDPA.

7. Cookies

Our website uses cookies. Essential cookies are needed for the site to function and cannot be switched off. Analytics and marketing cookies are used only with your consent. You can manage your preferences at any time via our Cookie Policy page.

8. Your Rights Under the PDPA

Under the Personal Data Protection Act 2010, you have the right to:

• Access personal information we hold about you
• Request correction of inaccurate or incomplete information
• Withdraw consent to processing based on consent (this does not affect processing already carried out)
• Request that we stop processing your information for direct marketing
• Lodge a complaint with the Department of Personal Data Protection Malaysia (JPDP)

To exercise any of these rights, write to us at [email protected]. We will respond within 21 days.

9. Third-Party Links

Our website may include links to official government portals or other external sites. We are not responsible for the privacy practices of those sites and encourage you to read their privacy notices before providing personal information to them.

10. Children's Privacy

Our services are intended for adults aged 18 and above. We do not knowingly collect personal information from individuals under 18. If you believe a minor has provided us with personal information, please contact us and we will delete it promptly.

11. Changes to This Policy

We may update this policy from time to time. When we do, the revised version will be published on this page with an updated date. If changes are material, we will notify current engagement clients by email. Continued use of our website or services after the updated policy takes effect constitutes acceptance of the changes.

12. Contact for Privacy Matters

Data controller: Longhand
Address: 41 Jalan Tun Tan Cheng Lock, 75200 Melaka, Malaysia
Email: [email protected]
Telephone: +60 6-283 9174