Privacy Policy

1. Introduction and Scope

This Privacy Policy explains how Calmharbor ("we", "us", "our") collects, uses, stores, and protects personal data provided to us through our website and in connection with our educational sessions and document organisation workshops. It applies to anyone who contacts us, enquires about our programmes, or attends our sessions.

We encourage you to read this policy carefully. If you have questions about anything in it, please contact us at [email protected].

2. Data We Collect

Information you provide directly

• Name and contact details (email address, phone number) submitted through our enquiry form
• Any additional information you include in a message to us
• During sessions: documents you bring for organisation purposes (handled with care and returned to you)

Information collected automatically

• Browser type, device type, and general location data via website analytics
• Pages visited, time on site, and referral sources
• Cookie identifiers as described in our Cookie Policy

Legal basis for processing (PDPA Malaysia)

• Your consent (for marketing communications and optional cookies)
• Legitimate interest (for responding to enquiries and improving our services)
• Contractual necessity (for administering bookings and session participation)

3. How We Use Your Data

• To respond to your enquiries and schedule sessions
• To send you relevant information about sessions you have booked or enquired about
• To issue invoices and process payments
• To improve our website and session materials based on aggregate usage data
• To comply with any legal obligations that apply to us

We do not use your personal data to make automated decisions about you, and we do not sell or rent your data to any third party for their own marketing purposes.

4. Data Retention

We retain contact and booking records for up to three years after your most recent interaction with us. Anonymous feedback forms are retained indefinitely for quality purposes. If you request deletion of your data, we will action this within 30 days unless we have a legal reason to retain specific information.

5. Data Sharing

We share personal data only in the following circumstances:

• Service providers: We use third-party tools for email delivery and website analytics. These providers process data on our behalf and are bound by data processing agreements.
• Legal requirements: Where required by Malaysian law, court order, or regulatory authority.

We do not share your data with financial service providers, insurance companies, or any product-selling entity.

6. Data Protection Measures

• Our website is served over HTTPS (encrypted connection)
• Access to personal data within our organisation is restricted to those who need it to provide our services
• We use password-protected systems for storing contact records
• In the event of a data breach that affects your rights, we will notify you and the relevant authority within the timeframes required under Malaysian law

7. Cookies

We use cookies to ensure our website functions correctly and to understand how it is used. Please see our Cookie Policy for full details, including how to manage your preferences.

8. Your Rights Under Malaysian PDPA

Under the Personal Data Protection Act 2010, you have the following rights in relation to the personal data we hold about you:

• Access: You may request a copy of the personal data we hold about you.
• Correction: You may request that inaccurate or incomplete data be corrected.
• Withdrawal of consent: Where processing is based on consent, you may withdraw it at any time.
• Objection: You may object to processing for direct marketing purposes.
• Complaint: You may lodge a complaint with the Personal Data Protection Commissioner of Malaysia (pdp.gov.my).

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

9. Third-Party Links

Our website may contain links to official government websites and other external resources. We are not responsible for the privacy practices of those sites. We encourage you to review the privacy policies of any external site you visit.

10. Children's Privacy

Our sessions and website are intended for adults aged 18 and over. We do not knowingly collect personal data from anyone under 18. If you believe we have inadvertently collected data from a minor, please contact us immediately.

11. Changes to This Policy

We may update this policy from time to time. If we make material changes, we will update the "Last Updated" date at the top of this page. We encourage you to check this page periodically. Continued use of our services after changes are posted constitutes your acceptance of the updated policy.

12. Contact

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

• Email: [email protected]
• Post: Calmharbor, 7, Persiaran Tropicana, 47410 Petaling Jaya, Selangor, Malaysia
• Phone: +60 3 7803 4529