AP-LEG-PRV / LAST UPDATED: 18 JUNE 2025

Privacy Policy

This policy explains how Arkib Pusaka ("we", "us", "our") collects, uses, stores, and protects personal data provided to us through our website and through service engagements. We are committed to handling personal data responsibly and in accordance with Malaysia's Personal Data Protection Act 2010 (PDPA).

1. Data Controller

The data controller responsible for personal data collected through this website and through our services is:

Arkib Pusaka
Level 3, 12 Jalan Raja Chulan
50200 Kuala Lumpur, Malaysia
Email: [email protected]

2. What Data We Collect

We collect the following categories of personal data:

2.1 Data you provide directly

Contact enquiries: name, email address, telephone number, message content submitted through our website contact form.
Service engagements: names of family members, descriptions of documents held, family history information, and document contents — collected as part of the service you engage us to carry out.

2.2 Data collected automatically

Website usage data (pages visited, browser type, IP address) collected through cookies and analytics tools. See our Cookie Policy for details.

3. Legal Basis for Processing

We process personal data on the following bases under the PDPA:

Consent: where you submit an enquiry or agree to our terms at the start of an engagement.
Contract performance: to carry out the archival and documentation services you have engaged us to deliver.
Legitimate interests: for basic website analytics to maintain and improve our service.

4. How We Use Your Data

To respond to your enquiries and arrange service sessions.
To deliver the archival and documentation services you engage us to carry out.
To send service-related communications such as session reminders and handover notices.
To maintain business records as required by Malaysian law.
To analyse website traffic and improve our website (analytics only, no personal profiling).

We do not use your personal data for marketing purposes without your explicit consent, and we do not sell or transfer your data to third parties for their own commercial use.

5. Data Retention

Website enquiries: retained for 12 months, then deleted unless a service engagement began.
Service engagement records: retained for 7 years from the date of the final invoice, as required for accounting purposes under Malaysian law.
Working copies of family documents: deleted at handover. A destruction certificate is issued confirming deletion.
Analytics data: aggregated and anonymised within 14 months.

6. Data Security

All digital files are encrypted at rest using AES-256 encryption.
Working files are stored on a private, access-controlled server accessible only to named Arkib Pusaka staff.
Digital archives are delivered to clients on encrypted USB media only.
Paper working notes are held in locked storage and shredded at handover.
In the event of a data breach that may affect your rights, we will notify you within 72 hours of becoming aware of it.

7. Cookies

We use cookies for basic website functionality and optional analytics. You can manage your cookie preferences at any time. Please see our Cookie Policy for full details and controls.

8. 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 the personal data we hold about you.
Right of correction: to request correction of inaccurate or incomplete data.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time. This does not affect processing carried out before withdrawal.
Right to limit processing: to request that we limit how we use your data in certain circumstances.
Right to complain: to lodge a complaint with the Department of Personal Data Protection (JPDP) if you believe your rights have been infringed. Website: pdp.gov.my

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

9. Third-Party Links

Our website may contain links to external websites such as government registries and professional body pages. We are not responsible for the privacy practices of those sites and encourage you to read their privacy notices separately.

10. Children's Privacy

Our services are directed at adults (18 and over). We do not knowingly collect personal data from anyone under 18 through this website without the involvement of a parent or guardian.

11. Changes to This Policy

We may update this policy from time to time. Where changes are material, we will post a notice on this page with the updated date. Continued use of our services after changes take effect constitutes acceptance of the revised policy.

12. Contact Us About Privacy

For questions about how we handle your personal data, or to exercise your rights, contact our privacy coordinator:

Arkib Pusaka — Privacy Enquiries
Level 3, 12 Jalan Raja Chulan, 50200 Kuala Lumpur
Email: [email protected]
Telephone: +60 3-2072 6841