Privacy Policy

Kintsugi Forum Sdn. Bhd. ("Kintsugi Forum", "we", "us", "our") is committed to handling personal data with care and transparency. This Privacy Policy explains how we collect, use, store, and protect information provided to us through our website and in the course of our advisory engagements. It applies to all visitors to this website and to individuals who engage with us professionally.

This policy is governed by Malaysia's Personal Data Protection Act 2010 (PDPA). If you have questions, contact us at [email protected].

1. Data We Collect

We may collect the following categories of personal data:

• Identity data: name, job title, company name
• Contact data: email address, phone number, business address
• Communication data: content of messages sent through our contact form or by email
• Technical data: IP address, browser type and version, pages visited, time spent on pages (collected via analytics cookies where consent is given)
• Engagement data: information shared during the course of a professional advisory engagement, including business information, financial information, and personnel information where relevant to the scope of work

We do not collect sensitive personal data (as defined under the PDPA) unless strictly necessary for an engagement, in which case separate consent is obtained in writing.

2. How We Collect Data

• Contact forms: when you submit an enquiry through our website
• Direct communication: when you contact us by email or phone
• Engagement process: information you provide in the course of an advisory engagement
• Cookies and analytics: through cookies placed with your consent (see our Cookie Policy)

3. Legal Basis for Processing

• Consent: where you have provided explicit consent (e.g. cookie preferences)
• Contract performance: where processing is necessary to fulfil an advisory engagement you have agreed to
• Legitimate interests: for website improvement, responding to enquiries, and maintaining records of engagements
• Legal compliance: where required by Malaysian law

4. How We Use Your Data

• To respond to enquiries submitted through our website or by email
• To deliver and administer advisory engagements
• To send engagement-related communications (scope documents, deliverables, follow-up calls)
• To improve our website and understand how visitors use it (with consent)
• To comply with legal and regulatory obligations

We do not use personal data for unsolicited marketing communications. We do not sell personal data to third parties.

5. Data Retention

• Enquiry data: retained for 12 months from the date of enquiry if no engagement follows
• Engagement data: retained for 7 years from the close of the engagement (consistent with Malaysian commercial record-keeping requirements)
• Analytics data: retained for no longer than 26 months

At the end of the applicable retention period, data is securely deleted or anonymised.

6. Data Sharing

We do not share personal data with third parties except in the following limited circumstances:

• Service providers: we use third-party services for website hosting, email delivery, and analytics. These providers are contractually bound to process data only as instructed and not to use it for their own purposes.
• Legal obligations: where disclosure is required by Malaysian law, a court order, or regulatory authority

We do not share engagement-specific information with any party without your prior written consent.

7. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or disclosure. These include:

• Encrypted transmission of data over HTTPS
• Access controls limiting who within our organisation can access personal data
• Secure storage and periodic review of data held

In the event of a data breach that presents a material risk to individuals, we will notify affected parties and the relevant authorities as required under Malaysian law.

8. Cookies

Our website uses cookies. For full information about the cookies we use and how to manage your preferences, see our Cookie Policy.

9. Your Rights Under the PDPA

Under Malaysia's Personal Data Protection Act 2010, you have the following rights:

• Right of access: to request a copy of personal data we hold about you
• Right to correction: to request correction of inaccurate or incomplete data
• Right to withdraw consent: where processing is based on consent, to withdraw that consent at any time
• Right to limit processing: to request that we limit processing of your data in certain circumstances

To exercise any of these rights, contact us at [email protected]. We will respond within 21 days.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites. We encourage you to read their privacy policies before providing any personal data.

11. Children's Privacy

Our services are directed at business professionals and organisations. We do not knowingly collect personal data from individuals under the age of 18.

12. Changes to This Policy

We may update this policy from time to time. The "Last Updated" date at the top of this page will reflect when changes were made. Continued use of our website following any update constitutes acceptance of the revised policy. For significant changes, we will endeavour to notify you by email if we hold your contact details.

13. Contact

For any questions about this policy or how we handle your personal data:

• Email: [email protected]
• Post: Kintsugi Forum Sdn. Bhd., Level 22, Menara Worldwide, 198 Jalan Bukit Bintang, 55100 Kuala Lumpur