Privacy Policy

1. Data Controller

The data controller for personal data collected through our website and sessions is:

2. Personal Data We Collect

2.1 Data You Provide

• Full name, as entered on the enquiry form or provided at the counter
• Email address, for appointment confirmation and session correspondence
• Telephone number, if provided
• A brief description of the document matter, as entered in the enquiry form
• Documents brought to counter sessions — these are handled physically and are not scanned or stored digitally

2.2 Data Collected Automatically

• Standard web server logs (IP address, browser type, pages visited, timestamps) collected automatically when you visit our website
• Cookie identifiers if you consent to non-essential cookies (see Section 5)

2.3 Legal Basis for Processing

We process personal data on the following bases:

• Contract: data necessary to fulfil the service you have booked
• Legitimate interests: server logs for security monitoring and service improvement
• Consent: non-essential cookies and any marketing communications

3. How We Use Personal Data

• To confirm and schedule counter appointments
• To maintain the session register, which records appointment dates and the type of service delivered
• To correspond with you regarding your file during an active maintenance agreement
• To respond to enquiries submitted through the website form
• To monitor website security and performance

3.1 Data Sharing

We do not sell or share personal data with third parties for marketing purposes. Data may be shared in the following limited circumstances:

• With website hosting and infrastructure providers, solely for the purpose of operating this website
• Where required by law or court order under Malaysian jurisdiction

3.2 Marketing

We do not send marketing communications without explicit consent. If you have provided consent, you may withdraw it at any time by contacting us at [email protected].

4. Data Retention

• Enquiry form data: retained for 12 months from the date of the last contact, then deleted
• Session register entries (name, date, service type): retained for 7 years in accordance with Malaysian record-keeping requirements, then securely destroyed
• Physical documents left for filing: retained during the active maintenance agreement period, then returned to the client or destroyed at the client's written direction
• Website server logs: retained for 90 days, then deleted automatically

5. Cookies

This website uses essential cookies for basic functionality and optional analytics cookies where consent is given. A full explanation of the cookies used and how to manage them is set out in our Cookie Policy. You can update your cookie preferences at any time via that page.

6. Data Protection Measures

• Physical documents are stored in locked filing cabinets at our Shah Alam premises, accessible only to assigned staff
• Electronic records are held on password-protected systems not accessible from the public internet
• Access to client records is restricted by role; only the staff member assigned to a file can access it
• In the event of a data breach affecting personal data, affected individuals will be notified in accordance with requirements under the PDPA and within a reasonable period

7. Your Rights Under the PDPA (Malaysia)

Under the Personal Data Protection Act 2010 (Malaysia), you have the following rights regarding your personal data held by Vantridge:

• Right of access: you may request a copy of personal data we hold about you
• Right of correction: you may request correction of inaccurate or incomplete data
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time without affecting processing carried out before withdrawal
• Right to prevent processing for direct marketing: you may notify us that you do not wish to receive marketing communications

To exercise any of these rights, contact us in writing at [email protected] or by post to our address above. We will respond within 21 days.

Complaints

If you are dissatisfied with how we handle your personal data, you may raise a complaint with the Department of Personal Data Protection Malaysia (JPDP), the supervisory authority for personal data in Malaysia.

8. Third-Party Links

This website may contain links to external websites, including the websites of government agencies and offices referenced in our action slips. Vantridge is not responsible for the privacy practices of those sites. We recommend reviewing the privacy policy of any external site before providing personal data.

9. Persons Under 18

Our services are intended for adults aged 18 and above. We do not knowingly collect personal data from persons under 18. If you believe a person under 18 has submitted data through our website, please contact us at [email protected] and we will delete the data promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The updated policy will be published on this page with a revised "Last Updated" date. Continued use of our website or services after the updated date constitutes acceptance of the revised policy.

11. Contact for Privacy Matters