1. Introduction
Regent Management Services Sdn. Bhd. (referred to in this Privacy Policy as the "Firm", "we", "our" or "us") is committed to safeguarding your personal data and respecting your privacy.
This Privacy Policy describes how we collect, use, process, disclose, retain and protect personal data in accordance with the Personal Data Protection Act 2010 ("PDPA") and other applicable laws and regulatory requirements.
This Privacy Policy applies to personal data obtained through our website, professional engagements, events, communications and other interactions with us.
By providing personal data to us, you acknowledge that you have read and understood this Privacy Policy and, where consent is required by applicable law, consent to the collection, use, processing and disclosure of your personal data in accordance with this Privacy Policy.
2. Collection of Personal Data
We may collect personal data directly from you or from authorised or legitimate third-party sources. Personal data may be collected in various circumstances, including:
- when you use our website or submit information through online forms;
- during client onboarding and the course of our professional engagements;
- through correspondence, meetings, telephone conversations and emails;
- when you participate in seminars, conferences, training programmes or other events organised by us;
- during recruitment and employment application processes;
- through referrals, business partners, professional advisers and service providers; and
- through cookies and similar technologies when you access or use our website.
3. Types of Personal Data Collected
Depending on the nature of your relationship and interaction with us, the personal data we collect may include:
- your name, identification card number, passport number and other identification information;
- residential, correspondence and business addresses;
- telephone numbers, email addresses and other contact information;
- employment details, job title and information relating to your employer or organisation;
- banking, billing and payment information;
- tax, financial, accounting and business information required in connection with our professional services;
- professional qualifications, memberships and credentials;
- photographs, video recordings and records of attendance at events;
- personal data contained in documents, records or other information provided to us in connection with professional engagements; and
- any other personal data that you voluntarily provide to us or that is reasonably required for the purposes described in this Privacy Policy.
4. Purposes of Processing Personal Data
We may collect, use, process and disclose personal data for purposes including:
- providing accounting, corporate secretarial, payroll and other professional or business services;
- verifying identities and carrying out client acceptance and onboarding procedures;
- complying with applicable legal, regulatory and professional obligations;
- carrying out anti-money laundering, sanctions screening, know-your-customer and other compliance procedures;
- administering and managing client and business relationships and responding to enquiries;
- issuing invoices and processing payments and collections;
- organising and administering seminars, conferences, events and training programmes;
- managing recruitment, employment applications and other human resource matters;
- providing newsletters, technical updates, publications, invitations and other marketing or promotional communications;
- maintaining and improving our services, internal systems and website;
- preventing or investigating fraud, misconduct, security incidents or other unlawful activities;
- establishing, exercising or defending our legal rights; and
- carrying out any other purpose that is reasonably related or incidental to the purposes stated above.
5. Sources of Personal Data
We may obtain personal data from various sources, including:
- directly from you;
- your employer, organisation or representatives;
- directors, shareholders, officers, employees or authorised representatives of our clients;
- publicly available sources, databases and regulatory or governmental authorities;
- professional advisers, consultants and service providers;
- referrals from existing clients, professional contacts or business associates; and
- information generated through your access to or use of our website and services.
6. Disclosure of Personal Data
Where necessary or appropriate for the purposes described in this Privacy Policy, we may disclose personal data to:
- our affiliated entities, business associates and professional partners;
- professional advisers, consultants and other service providers;
- regulatory authorities, governmental agencies, statutory bodies and law enforcement authorities;
- banks, insurers and other financial institutions;
- information technology providers, cloud service providers, hosting providers and other data processors;
- professional bodies and regulatory organisations;
- auditors, external reviewers and quality assurance providers;
- legal advisers and other professional consultants; and
- any other person or organisation where disclosure is required or permitted by applicable law.
Where third parties process personal data on our behalf, we will take reasonable steps to ensure that such parties are subject to appropriate confidentiality, data protection and security obligations.
7. Cookies and Website Technologies
Our website may use cookies and similar technologies to support website functionality, understand website usage, analyse traffic and improve the user experience.
Such technologies may collect information including your browser type, device information, IP address, pages visited and browsing activities.
You may manage or disable cookies through your browser settings. However, disabling certain cookies may affect the functionality or performance of parts of our website.
8. Transfer of Personal Data
Your personal data may, where necessary, be stored, processed or transferred to service providers, professional advisers or affiliated organisations located within or outside Malaysia.
Where personal data is transferred outside Malaysia, we will take reasonable steps to ensure that the transfer is undertaken in accordance with applicable legal requirements and that appropriate measures are in place to safeguard the personal data.
9. Marketing Communications
Where permitted by law, we may use your personal data to provide you with newsletters, technical updates, publications, invitations, information about events and information relating to our professional services.
You may opt out of receiving marketing communications at any time by using the unsubscribe facility provided in the relevant communication or by contacting us.
Your decision to opt out of marketing communications will not affect communications that are necessary for the provision of our professional services or the administration of an existing engagement or relationship with you.
10. Data Security
We take reasonable and appropriate administrative, technical and physical measures to protect personal data against loss, misuse, unauthorised or accidental access, disclosure, alteration, destruction or other improper processing.
These measures may include:
- appropriate access controls and authentication procedures;
- encryption and other security measures where appropriate;
- secure data storage, backup and recovery procedures;
- confidentiality obligations and data protection training for personnel; and
- periodic security assessments, reviews and monitoring.
While we take reasonable measures to safeguard personal data, no method of electronic transmission or storage can be guaranteed to be completely secure.
11. Retention of Personal Data
We retain personal data only for as long as reasonably necessary to fulfil the purposes for which it was collected, comply with applicable legal, regulatory and professional requirements, resolve disputes, or establish, exercise or defend legal rights.
The applicable retention period may vary depending on the nature of the personal data, the services provided and relevant legal or professional requirements.
When personal data is no longer required, we will take reasonable steps to securely delete, destroy or anonymise it in accordance with our applicable policies and procedures.
12. Your Rights
Subject to the PDPA and other applicable laws, you may have the right to:
- request access to personal data held by us about you;
- request the correction of personal data that is inaccurate, incomplete, misleading or outdated;
- withdraw consent to the processing of personal data where the processing is based on your consent;
- request that we cease or restrict certain processing where such rights are available under applicable law;
- opt out of receiving direct marketing communications; and
- make enquiries, requests or complaints regarding our handling of your personal data.
The exercise of these rights may be subject to applicable legal restrictions, exemptions and procedural requirements.
13. Third-Party Websites
Our website may contain links to websites operated by third parties. These websites are governed by their own privacy policies and practices.
We are not responsible for the privacy practices, content or security of third-party websites. You are encouraged to review the applicable privacy policies before providing personal data through such websites.
14. Changes to This Privacy Policy
We may review and amend this Privacy Policy from time to time to reflect changes in our practices, services, technology or applicable legal and regulatory requirements.
Any revised Privacy Policy will be published on our website and will take effect from the date specified in the updated policy or, where no date is specified, upon publication.
We encourage you to review this Privacy Policy periodically to remain informed about how we handle personal data.
15. Contact Us
If you have any questions or concerns regarding this Privacy Policy or our handling of your personal data, or if you wish to request access to or correction of your personal data, withdraw your consent, exercise any applicable rights or make a complaint, please contact us at:
Email: info@regentmanagement.com.my
