Privacy Policy

1. Introduction

Kinfold ("we", "us", "our") is a documentation support practice registered and operating in Johor Bahru, Malaysia. This Privacy Policy explains how we collect, use, store and protect personal data in the course of providing our services: the Records Review & Plain-Language Summary, the Documentation Support Engagement and the Family Information Workshop Series.

We are committed to handling personal data responsibly and in accordance with the Personal Data Protection Act 2010 (Malaysia) ("PDPA"). By using our website or engaging our services, you acknowledge the practices described here.

For questions about this policy, contact us at [email protected].

2. What personal data we collect

Depending on the service and how you interact with us, we may collect:

• Full name
• Email address
• Phone number
• Postal address (for delivery of workshop materials)
• Document-related information you share with us during a review or engagement (descriptions, dates, issuer names)
• Technical data from website visits: IP address, browser type, pages viewed, visit duration
• Cookie-related preference data

We do not collect sensitive personal data (financial account numbers, identity card copies, health information) except where you bring original documents to a review session, in which case we work from copies only and return originals to you at the end of the session.

3. How and why we collect this data

Data is collected through:

• The enquiry and booking form on our website
• Email and phone correspondence
• In-person review and engagement sessions
• Cookies and analytics on our website (see Section 8)

Legal basis for processing (PDPA / general data protection principles):

• Contract performance: to deliver the service you have booked
• Legitimate interest: to respond to enquiries, maintain engagement records and improve our services
• Consent: for optional marketing communications (you may opt out at any time)

Data retention: Enquiry data is held for twelve months from last contact. Engagement records (summary sheets, status notes, closing files) are held for three years from the engagement end date, after which they are securely deleted. Workshop participant data is held for twelve months after the final session.

4. How we use your data

• To respond to your enquiry and confirm bookings
• To deliver the service you have engaged us for
• To produce and send summary sheets, status notes, workbooks and closing files
• To maintain a correspondence log during support engagements
• To contact you about your engagement or upcoming sessions
• To send service updates or educational content (with your consent; opt-out available at any time)
• To meet legal obligations

We do not sell, rent or trade personal data to third parties.

5. Data protection measures

• Client files are stored on password-protected systems accessible only to Kinfold team members directly involved in the relevant engagement
• Physical copies of client materials are stored in locked cabinets at our Taman Pelangi office
• Document copies are retained only for the duration of the engagement and deleted or shredded at closing
• Email communications involving client data are conducted via encrypted connections where possible
• In the event of a data breach affecting your personal data, we will notify you without undue delay

6. Sharing with third parties

We do not share personal data with third parties except:

• Where you have explicitly instructed us to send documents or information to a specific recipient (e.g., an institution during a support engagement)
• Where required by Malaysian law or a court order
• With our website hosting and email service providers, who process data on our behalf under confidentiality obligations

We do not use your data for advertising purposes or share it with advertising networks.

7. Your rights under Malaysian law (PDPA)

As a data subject under the Personal Data Protection Act 2010 (Malaysia), you have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete data
• Withdraw consent for processing based on consent
• Request that we stop using your data for direct marketing
• Lodge a complaint with the Department of Personal Data Protection (PDPD), Malaysia

To exercise these rights, write to us at [email protected]. We will respond within twenty-one days.

8. Cookies and website analytics

Our website uses cookies to ensure the site functions correctly and to understand how visitors use it. For a full explanation of cookie types, purposes and how to manage them, see our Cookie Policy.

9. Third-party links

Our website may contain links to external websites. We are not responsible for the privacy practices of those sites. We encourage you to read their privacy policies before sharing any personal data with them.

10. Children

Our services are directed at adults aged 18 and over. We do not knowingly collect personal data from persons under 18. If you believe a minor has submitted personal data to us, please contact us so we can delete it.

11. Changes to this policy

We may update this policy from time to time. When we do, we will revise the "Last Updated" date at the top of this page. Continued use of our website or services after a change constitutes acceptance of the updated policy. We will notify existing clients of material changes by email.

12. Contact for data enquiries

Kinfold
22 Jalan Sri Pelangi, Taman Pelangi, 80400 Johor Bahru, Johor, Malaysia
Email: [email protected]
Phone: +60 7-861 4903