Privacy Policy
Heirdesk — Last updated: 10 July 2025
This policy explains how Heirdesk ("we", "us", "our") collects, uses and stores personal information submitted through our website at heirdes.biz. We are the data controller for information collected through this site. Our operations are based at 3 Jalan Kia Peng, 50450 Kuala Lumpur, Malaysia.
This policy applies to personal data processed in connection with our estate and heirloom records support services. We handle data in accordance with the Personal Data Protection Act 2010 (PDPA) of Malaysia.
1. What personal data we collect
When you submit an enquiry through our website, we collect the following:
- Your name (required)
- Your email address (required)
- Your telephone number (if you provide it)
- The content of your message
We also collect technical data automatically when you visit the website — including your IP address, browser type and the pages you visit — through standard web server logs and analytics tools. This data is not used to identify you individually.
2. How we collect it
- Enquiry form — information you submit directly on this website
- Cookies — small files stored in your browser for essential site functions and optional analytics
- Web server logs — generated automatically when you visit the site
See our Cookie Policy for more detail on cookies.
3. Why we process your data
We use personal data for the following purposes:
- Responding to enquiries — the main purpose for which we collect contact information
- Service delivery — if a programme begins, to correspond with you about sessions, scheduling and outputs
- Website improvement — aggregate analytics to understand which pages are used
- Legal compliance — if we are required to retain records by applicable law
The legal basis for processing enquiry data is consent (you choose to contact us) and, where a service engagement begins, the performance of a contract.
4. How long we keep your data
- Enquiry correspondence: retained for up to 2 years from the date of last contact
- Service engagement records: retained for 7 years from the close of the programme, in line with general record-keeping practice
- Website analytics data: aggregated and anonymised; individual session data held for no more than 14 months
5. Who we share data with
We do not sell personal data. We may share data in the following limited circumstances:
- Service providers — email hosting, website hosting and analytics providers operating under data processing agreements with us
- Legal requirements — if required to disclose data by a Malaysian court order or regulatory authority
We do not transfer personal data outside Malaysia other than to providers whose data handling meets appropriate standards.
6. Data security
We take reasonable technical and organisational steps to protect personal data. These include:
- HTTPS encryption for all data transmitted through this website
- Access to stored data limited to named staff members only
- Email accounts protected by two-factor authentication
- Regular review of who holds access to stored enquiry data
No online system can be entirely free from risk. If we become aware of a data breach that affects your personal information, we will notify you and, where required, the relevant authority within the timeframes set by the PDPA.
7. Cookies
This website uses cookies for essential functions (such as storing your cookie preference) and optionally for analytics. You can manage your cookie preferences at any time through our Cookie Policy page.
8. Your rights under the PDPA 2010
Under Malaysia's Personal Data Protection Act 2010, you have the right to:
- Request access to the personal data we hold about you
- Request correction of inaccurate personal data
- Withdraw consent for processing (where processing is based on consent)
- Request that we stop processing your data for direct marketing purposes
- Lodge a complaint with the Personal Data Protection Commissioner of Malaysia
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 other websites. We are not responsible for the privacy practices of those sites. Please read their privacy policies separately.
10. Children's privacy
This website is not directed at persons under the age of 18. We do not knowingly collect personal data from minors. If you believe a minor has submitted data through this site, please contact us so we can remove 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 above. Continued use of the website after a change is posted constitutes acceptance of the revised policy. For significant changes, we will take additional steps to inform users where possible.
12. Contact for privacy matters
Data Controller: Heirdesk
3 Jalan Kia Peng, 50450 Kuala Lumpur, Malaysia
Email: [email protected]
Telephone: +60 3-2141 8637
For complaints that we are unable to resolve, you may contact the Personal Data Protection Commissioner of Malaysia: www.pdp.gov.my