Privacy Policy

1. Introduction

Teratai Arc ("we", "us", "our") is committed to handling personal data with care and discretion. This Privacy Policy describes how we collect, use, store, and protect information provided by visitors to our website and clients engaged in our services.

This policy is prepared in accordance with Malaysia's Personal Data Protection Act 2010 (PDPA). By using our website or engaging our services, you acknowledge the practices described here.

2. Data We Collect

We may collect the following categories of personal data:

• Name and contact details (email address, phone number) when submitted via our contact form
• Organisation name and role, if provided voluntarily
• Technical data from website visits — browser type, approximate location, pages visited — via analytics cookies, where consented
• Correspondence data from email or other written communication with us

We do not collect sensitive personal data as defined under the PDPA unless specifically required for a service and explicitly consented to.

3. How We Collect Data

Personal data is collected through the following means:

• Contact forms submitted on this website
• Direct email correspondence
• Interviews or written communications during the course of an engagement
• Analytics tools on this website, where cookie consent has been given

The legal basis for processing is typically your consent (for website enquiries and optional cookies) or the performance of a service agreement (for engagement-related data).

4. How We Use Your Data

Data collected is used for the following purposes:

• To respond to enquiries submitted through our contact form
• To carry out the scope of an agreed engagement
• To maintain records of decisions and correspondence during a stewardship arrangement
• To understand how visitors use our website, in aggregate, for improvement purposes
• To comply with applicable legal or regulatory requirements

We do not use personal data for unsolicited marketing, and we do not sell, trade, or rent personal data to third parties.

5. Data Retention

We retain personal data for the period necessary to fulfil the purpose for which it was collected:

• Contact form enquiries: up to 12 months from last correspondence
• Engagement-related records: up to 3 years from the conclusion of the engagement
• Analytics data: retained in aggregated, anonymised form only

After the applicable retention period, data is securely deleted.

6. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, or disclosure. This includes:

• Access restricted to those directly involved in an engagement
• Written confidentiality agreements in place before any data is shared
• Secure communication channels for the transmission of sensitive materials

In the event of a data breach affecting your personal information, we will notify you and, where applicable, the relevant supervisory authority, within the timeframes required by law.

7. Cookies

Our website uses cookies to understand visitor behaviour and to remember your cookie preferences. Essential cookies are necessary for the site to function. Analytics and preference cookies are only set with your consent.

You can review and manage cookie preferences at any time via our Cookie Policy.

8. Your Rights Under the PDPA

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

• Access personal data held about you
• Correct inaccurate or incomplete personal data
• Withdraw consent to processing where processing is based on consent
• Request information about the categories of personal data held and the purposes for which it is used

To exercise any of these rights, contact us at [email protected]. We will respond within a reasonable period and in accordance with legal requirements.

9. Third-Party Links

Our website may include links to third-party websites. We are not responsible for the privacy practices of those sites and recommend that you review their privacy policies independently.

10. Children's Privacy

Our services are directed at business organisations and professional individuals. We do not knowingly collect personal data from persons under the age of 18.

11. Changes to This Policy

We may update this Privacy Policy periodically. The date at the top of this page reflects the most recent revision. Continued use of our website or services after an update constitutes acceptance of the revised policy.

12. Contact

For data-related questions, access requests, or corrections, please contact our data contact at:

• Email: [email protected]
• Address: Teratai Arc, Jalan Yap Kwan Seng 64, 50450 Kuala Lumpur, Malaysia