Legal

Privacy Policy.

What personal data we collect, why we collect it, and the choices you have over it.

01 Who we are

This policy is issued by Sentient Concepts Sdn. Bhd. (202201038815 (1484512-W)) (“Sentient Concepts”, “we”, “us”). We are the data user, or data controller, for the personal data described here.

We process personal data in line with Malaysia’s Personal Data Protection Act 2010 (PDPA) and, where it applies to you, the EU General Data Protection Regulation (GDPR).

02 Who this policy covers

This policy applies to personal data we handle about:

Visitors to this website
People who contact us or subscribe to our updates
Contacts at our clients, prospective clients, partners and suppliers
Candidates who apply to work with us

Personal data we process on behalf of clients during an engagement is governed by our contract with that client. Our Data Protection page explains how we safeguard it.

03 What we collect

Information you give us

Enquiries. Your name, work email, company and the details you share in your message.
Updates. Your email address, if you ask to receive insights from us.
Job applications. Your CV, contact details, work history and anything else you choose to include.
Business relationships. Names, job titles, contact and billing details needed to work together.

Information collected automatically

When you visit the site we collect technical data such as your IP address, browser and device type, and the pages you view. Most of this is collected through cookies and similar technologies, described in our Cookie Policy.

04 How we use it

We use personal data only for specific, legitimate purposes:

To respond to enquiries and provide our services
To manage client and supplier relationships, including billing and payments
To assess job applications
To send insights and updates you have asked for
To understand how the site is used and improve it
To meet our legal, tax, accounting and regulatory obligations

We do not use personal data for purposes incompatible with the reason it was collected.

05 Our basis for processing

Depending on the purpose, we rely on one or more of the following:

Consent, which you may withdraw at any time
Contract, where processing is needed to perform an agreement with you or take steps before entering one
Legal obligation, where the law requires us to keep or disclose information
Legitimate interests, such as running and securing our business, where those interests are not outweighed by your rights

06 Who we share it with

We do not sell personal data. We share it only with:

Service providers who host, operate or support our systems, including cloud infrastructure, our website platform, analytics and email tools. Each is bound by a data processing agreement.
Professional advisers such as lawyers, auditors and insurers, under a duty of confidentiality
Regulators, courts or law enforcement, where the law requires it

07 International transfers

Some of our service providers store or process data outside Malaysia. When personal data leaves the country where it was collected, we put appropriate safeguards in place, such as contractual commitments including the European Commission’s Standard Contractual Clauses, and we assess the protections available in the receiving country.

08 How long we keep it

We keep personal data only as long as we need it for the purpose it was collected, or as long as the law requires.

Client transaction records

Retention: 5 years after the transaction
Reason: Accounting and audit requirements

Marketing and updates

Retention: Until you withdraw consent
Reason: Your consent

Support requests and complaints

Retention: 3 years after resolution
Reason: Complaint handling and dispute resolution

When data reaches the end of its retention period, we securely delete or anonymize it.

09 How we protect it

We use technical and organizational measures suited to the risk, including encryption, access controls limited to people who need the data for their role, resilient systems with tested recovery, and regular testing of the effectiveness of these controls. Everyone who works with us receives data protection training.

10 Your rights

Subject to applicable law, you may ask us to:

Confirm whether we hold your personal data and give you a copy
Correct data that is inaccurate or incomplete
Delete your data, where we no longer have a reason to keep it
Restrict or stop certain processing
Provide your data in a portable, machine-readable format
Stop sending you marketing, which we will do immediately
Review a decision made about you solely by automated means

You can also withdraw consent at any time. To make a request, email dpo@sentientconcepts.com. We acknowledge requests within two business days and respond within 30 days. Complex requests may take longer; if so, we will tell you why. We may need to verify your identity first. Requests are normally free of charge.

11 If something goes wrong

We maintain a breach response process led by our Data Protection Officer. If a breach affects your personal data and is likely to cause you harm, we will notify the relevant authority and tell you without undue delay, with the steps we are taking and what you can do.

12 Children

Our website and services are intended for businesses. We do not knowingly collect personal data from children.

13 Changes to this policy

We review this policy regularly and will update it when the law or our practices change. The date at the top of this page shows when it last changed. We will tell you directly about material changes that affect you.

This policy is published in English. A Bahasa Malaysia version is available on request.

14 Contact us

Questions about this policy or your personal data contact us at:

Sentient Concepts Sdn. Bhd.

Unit 3003, Spaces Kuala Lumpur, Level 30, Menara Prestige, No. 1 Jalan Pinang, 50450 Kuala Lumpur, Malaysia

Email: dpo@sentientconcepts.com

If you are not satisfied with our response, you may complain to the Personal Data Protection Commissioner of Malaysia or, if you are in the EU or UK, to your local data protection authority.