Privacy Policy
Last updated: 14 April 2025 · Effective: 14 April 2025
Quillfern ("we", "our", "us") is committed to handling personal information with care and transparency. This policy describes what data we collect when you visit our website or enquire about our advisory services, how that data is used, and the choices available to you. We operate under Malaysian law, including the Personal Data Protection Act 2010 (PDPA).
🌿 1. Data We Collect
We collect personal data only when it is necessary to respond to an enquiry or fulfil an agreed engagement. The categories of data we may collect are:
Information you provide directly
- Full name and job title
- Business email address
- Phone number (if provided)
- Organisation name and sector
- Message content from our contact form
Information collected automatically
- IP address and approximate geographic location
- Browser type, device type, and operating system
- Pages visited, time spent, and referring pages
- Cookie identifiers (see Section 4)
Legal basis for processing
- Consent — when you submit our contact form or accept optional cookies
- Legitimate interest — to improve our website and understand how visitors engage with our content
- Contractual necessity — when we enter into a service engagement
Retention: Enquiry data is retained for up to 24 months from last contact. Engagement records are kept for seven years in line with standard business record-keeping requirements.
🌿 2. How We Use Your Data
We use the information we collect for the following purposes:
- Responding to your enquiries and scheduling consultations
- Delivering advisory services you have engaged us for
- Sending service-related updates and relevant communications
- Improving our website content and user experience
- Meeting our legal and accounting obligations
Marketing communications
We do not send promotional emails without your explicit consent. If you have opted in, you may withdraw at any time by writing to [email protected].
Data sharing
We do not sell personal data. We may share data with trusted service providers (website hosting, email delivery, analytics) who are bound by confidentiality agreements and prohibited from using your data for their own purposes.
🌿 3. How We Protect Your Data
- Data transmitted via our website is protected by TLS/SSL encryption
- Access to personal records is restricted to authorised staff only
- We conduct periodic reviews of our data handling practices
- Third-party processors are assessed for adequate security measures before engagement
In the event of a personal data breach that poses a risk to affected individuals, we will notify the relevant parties in accordance with applicable Malaysian law and take prompt remedial action.
🌿 5. Third-Party Services
We use the following third-party services on our website. Each operates under its own privacy policy:
- Google Analytics — website traffic and behaviour analysis
- Google Maps — embedded location display (no personal data collected by us)
- Meta (Facebook) Pixel — advertising measurement and audience insight
- Microsoft Clarity / Bing — search and performance analytics
Links on our website may point to external sites. We are not responsible for the privacy practices of those sites and encourage you to review their policies independently.
🌿 6. Your Rights
Under the Malaysian Personal Data Protection Act 2010 and applicable data protection principles, you have the right to:
- Access — request a copy of the personal data we hold about you
- Correction — ask us to correct inaccurate or incomplete data
- Withdrawal of consent — stop us from processing data you previously consented to
- Erasure — request deletion of your data where we no longer have a lawful basis to retain it
- Restriction — limit how we use your data in certain circumstances
- Portability — receive your data in a structured, machine-readable format
- Objection — object to processing based on legitimate interest
To exercise any of these rights, write to [email protected]. We will respond within 21 days. If you are not satisfied with our response, you may raise a complaint with the Department of Personal Data Protection Malaysia (JPDP).
🌿 7. 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 we have inadvertently received data from a minor, please contact us so we can remove it promptly.
🌿 8. Policy Updates
We may update this policy from time to time to reflect changes in our practices or applicable law. The revised policy will be published on this page with an updated "Last updated" date. Continued use of our website after changes are posted constitutes acceptance of the revised policy. For significant changes, we will make reasonable efforts to notify existing contacts.
🌿 9. Contact for Data Enquiries
For any questions about this policy or to exercise your data rights, please write to:
Quillfern
Block A1, Sunway Geo Avenue, Jalan Lagoon Selatan, 47500 Subang Jaya, Selangor