Privacy Policy

1. Introduction

Pensara ("we", "us", "our") is a retirement documentation and records support service based at 52 Jalan Dungun, Damansara Heights, 50490 Kuala Lumpur, Malaysia. We are committed to protecting the personal information of the people who use this website and engage our services.

This policy explains what personal information we collect, why we collect it, how we use it and what rights you have in connection with it. It applies to information collected through this website and through our engagement process with clients. It is written in plain language rather than legal language wherever possible.

We operate under Malaysia's Personal Data Protection Act 2010 (PDPA 2010). If you have a question about this policy or about how we handle your information, please write to us at [email protected].

2. What personal information we collect

We collect only the information we need to respond to enquiries and to carry out our services. The categories of information we may hold are:

• Contact information: Name, email address and telephone number, submitted through the enquiry form on this website or provided directly during a session.
• Engagement information: Notes relating to the scope of the work agreed, session summaries and written deliverables produced during an engagement. These are held only during the active engagement period and for 12 months afterwards.
• Website usage information: Anonymous data about how this website is used (page views, browser type, referral source), collected through cookies where consent has been given. This data does not identify individual visitors.

We do not collect copies of your personal documents (statements, membership letters, identification copies and similar). Any documents you bring to a session are sorted, labelled and returned to you at the end. We do not retain them.

3. How we use personal information

We use the information we hold for the following purposes:

• Responding to enquiries submitted through the website
• Arranging and confirming session appointments
• Delivering the services set out in the engagement scope
• Sending written deliverables (inventories, session summaries, templates) by email
• Maintaining records of completed engagements for a period of 12 months
• Understanding how this website is used, to make it easier to navigate

We do not use your personal information for marketing purposes without your explicit agreement. We do not sell or share your personal information with third parties for their own marketing purposes.

4. Legal basis for processing (PDPA 2010)

Under Malaysia's Personal Data Protection Act 2010, we process personal data on the following bases:

• Consent: Website usage data collected through optional cookies is processed on the basis of your consent, which you can withdraw at any time through the cookie settings on this website.
• Contractual necessity: Contact and engagement information is processed because it is necessary to carry out the service you have requested.
• Legitimate interest: We maintain records of completed engagements for 12 months for the purpose of answering follow-up questions and resolving any disputes about what was agreed.

5. Data retention

Enquiry information for engagements that do not proceed is deleted within 90 days of the last contact. Engagement information (scope notes, session summaries, written deliverables) is retained for 12 months after the engagement ends, then deleted. Website usage analytics data is retained for 13 months in aggregate form. Email correspondence is retained for 24 months.

6. Data security

We take reasonable steps to protect the information we hold:

• This website uses HTTPS encryption for all data in transit
• Access to client information is restricted to the coordinator assigned to your engagement
• Email communications containing engagement information use standard email security
• We do not store personal information on publicly accessible systems

In the event of a personal data breach that is likely to result in risk to your rights and freedoms, we will notify you and the relevant authority as required under PDPA 2010 without undue delay.

7. Cookies

This website uses cookies. Essential cookies are necessary for the site to function and cannot be switched off. Optional analytics cookies help us understand how visitors use the site. You can set your cookie preferences at any time using the cookie settings on this site. Full details are in our Cookie Policy.

8. Your rights

Under Malaysia's PDPA 2010 and general data protection principles, you have the following rights in connection with your personal information:

• Access: You may request a copy of the personal information we hold about you.
• Correction: You may ask us to correct information that is inaccurate or out of date.
• Erasure: You may ask us to delete your personal information, subject to our retention obligations.
• Withdrawal of consent: Where processing is based on consent, you may withdraw it at any time. This does not affect processing carried out before withdrawal.
• Objection: You may object to processing carried out on the basis of legitimate interest.
• Complaint: You may lodge a complaint with the Personal Data Protection Commissioner of Malaysia. Contact information is available at the Department of Personal Data Protection website.

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

9. Third-party links

This website may contain links to external websites. We are not responsible for the privacy practices of those websites and this policy does not apply to them. We encourage you to read the privacy policy of any website you visit through a link on this site.

10. Children's privacy

Our services are intended for adults aged 18 and over. We do not knowingly collect personal information from individuals under 18. If you believe a minor has submitted information through this site, please contact us at [email protected] so we can delete it.

11. Changes to this policy

We may update this policy from time to time. When we do, we will update the "Last updated" date at the top of this page. Significant changes will be communicated to active clients by email. Continued use of this website after a change constitutes acceptance of the updated policy.