Legal Document
Privacy Policy
How Pelangi Synapse collects, uses, and protects the personal data you share with us.
Contents
Introduction
Pelangi Synapse ("we", "us", "our") is committed to handling the personal data of our clients and website visitors with care and transparency. This Privacy Policy describes the types of information we collect, the purposes for which we use it, the measures we take to protect it, and the rights you hold as a data subject.
This policy applies to all personal data processed through our website at pelangisynapse.info and through our client engagement process. It is written in accordance with the Personal Data Protection Act 2010 (PDPA) of Malaysia.
If you have questions about this policy at any time, you are welcome to contact us at [email protected].
Data We Collect
We collect personal data through direct interactions (contact forms, email, telephone) and through your use of this website. The categories of data we may hold include:
Information You Provide
- ◆Name and contact details — provided when you submit our enquiry form or correspond with us by email or phone.
- ◆Business information — company name, role, and relevant operational context shared during an engagement.
- ◆Project details — information about your organisation's processes and data flows, shared in the course of a scoped engagement.
Information Collected Automatically
- ◆Usage data — pages visited, time spent, and navigation patterns, collected via analytics tools.
- ◆Technical data — IP address, browser type, device type, and operating system.
- ◆Cookie data — as described in Section 5 below.
Legal Basis for Processing
Consent
Where you have given us express consent — for example, when submitting an enquiry form.
Contract
Where processing is necessary to deliver services agreed under a client engagement.
Legitimate Interest
Where we have a reasonable business interest, such as improving our website and services.
Retention
Enquiry data is retained for up to 24 months. Client engagement data is retained for up to 5 years from project completion for record-keeping and professional accountability purposes. You may request earlier deletion; see Section 6.
How We Use Your Data
We use personal data only for the purposes for which it was collected, or for purposes that are directly compatible with those. Our primary uses are:
- ◆Responding to enquiries and arranging initial consultations.
- ◆Delivering scoped AI advisory and integration services.
- ◆Maintaining written records of project decisions, as agreed with clients.
- ◆Sending service-related communications — including check-in meeting notes and closing briefs.
- ◆Understanding how our website is used in order to improve it.
- ◆Meeting our legal and professional obligations.
Marketing Communications
We do not send unsolicited marketing emails. If you express interest in receiving occasional updates from us, we will ask for your explicit consent and will provide a simple means to withdraw it at any time.
Data Sharing
We do not sell, rent, or trade personal data to third parties. We may share limited data with trusted service providers (hosting, analytics, payment processing) who process data on our behalf and are bound by appropriate confidentiality and data protection terms. We may also disclose data where required by Malaysian law or a competent authority.
Data Protection Measures
We take reasonable and appropriate organisational and technical measures to protect personal data from loss, unauthorised access, disclosure, or misuse.
Technical Measures
- ◆TLS encryption on all website connections
- ◆Access controls on systems holding personal data
- ◆Regular review of third-party service security
Organisational Measures
- ◆Data access limited to personnel who need it
- ◆Confidentiality obligations for all team members
- ◆Periodic review of data handling practices
In the event of a personal data breach that is likely to affect your rights and interests, we will notify affected individuals without undue delay and, where required, report to the relevant Malaysian authority.
Your Rights
Under the Personal Data Protection Act 2010 (Malaysia), you have rights in relation to the personal data we hold about you. These include:
Right of Access
Right to Rectification
Right to Erasure
Right to Withdraw Consent
Right to Object
To exercise any of these rights, please write to us at [email protected]. We may need to verify your identity before processing a request. If you are not satisfied with our response, you may lodge a complaint with the Department of Personal Data Protection Malaysia (JPDP).
Third-Party Links
Our website may contain links to external sites. We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies before sharing any personal data with them. The presence of a link does not constitute endorsement.
Children's Privacy
Our services are directed at organisations and business professionals. We do not knowingly collect personal data from individuals under the age of 18. If you believe a minor has submitted personal data through our website, please contact us and we will take appropriate steps to remove it.
Policy Updates
We may revise this policy from time to time to reflect changes in our practices or in applicable law. When we make material changes, we will update the "Last Updated" date at the top of this page. We encourage you to review this policy periodically.
Continued use of our website following an update constitutes your acknowledgement of the revised policy.
Contact
For questions, data access requests, or concerns regarding this policy, please contact our data team:
Pelangi Synapse