Privacy Policy
Last updated: 10 June 2025 | Pensara Desk | Effective from: 10 June 2025
Pensara Desk ("we", "us", "our") is committed to handling personal data responsibly. This policy explains what information we collect from people who use our website and services, how we use it, and what rights you have under Malaysia's Personal Data Protection Act 2010 (PDPA). If you have questions about this policy, write to us at [email protected].
01Data Controller
The data controller for personal information collected through this website and through our services is:
23 Jalan Kelawai, 10250 George Town, Pulau Pinang, Malaysia
Tel: +60 4 8367 2914
Email: [email protected]
02What Personal Data We Collect
We collect only what is needed to respond to enquiries and deliver our services:
Via the website contact form
- Full name (required)
- Email address (required)
- Phone number (optional)
- Message content (optional)
During service delivery
- Session notes created during drop-in sessions (retained 30 days then deleted)
- Booking records (name, contact detail, date attended)
- For Household Records Setup: details of document types sorted (not the document content itself — originals remain yours)
Via the website automatically
- Browser type and version (analytics cookies, if consented)
- Pages visited and time on page (analytics cookies, if consented)
- IP address (server logs, retained 14 days)
We do not collect copies of your pension documents, financial account numbers, or identity card numbers at any point. Documents viewed during sessions remain in your possession.
03Legal Basis for Processing
Under the PDPA 2010, we process personal data on the following bases:
- Consent — for analytics cookies and marketing communications. You may withdraw consent at any time.
- Performance of a contract — to confirm bookings, send session confirmation emails, and deliver the services you have paid for.
- Legitimate interest — for server security logs retained for 14 days to detect and prevent unauthorised access.
- Legal obligation — where required by Malaysian law, including the PDPA itself.
04How We Use Your Data
- Responding to website enquiries (name, email, message)
- Confirming and managing session bookings
- Issuing invoices for services (name, contact detail)
- Improving the website through anonymised analytics (if consented)
- Meeting legal or regulatory obligations
We do not sell personal data. We do not send marketing emails unless you have explicitly asked to be contacted about future sessions. We do not share data with advertisers.
05How Long We Keep Data
| Data type | Retention period |
|---|---|
| Website contact form submissions | 6 months from date of enquiry |
| Drop-in session notes | 30 days, then deleted |
| Booking records | 2 years (for accounting purposes) |
| Invoicing records | 7 years (Malaysian tax law requirement) |
| Server access logs | 14 days |
06How We Protect Your Data
- Website hosted on servers with TLS encryption (HTTPS)
- Paper records stored in a locked filing cabinet on premises
- Digital records accessed only by core team members under password-protected accounts
- Scanned document archives created for clients stored in client-controlled accounts — Pensara Desk retains no copy
- In the event of a data breach, affected individuals will be notified within 72 hours where practicable
07Cookies
This website uses essential cookies (required for the site to function) and optional analytics cookies (only if you consent via the cookie banner). We do not use advertising or tracking cookies.
Full details are in our Cookie Policy. You can change your cookie preferences at any time on that page.
08Third-Party Services
We use a small number of external services. Each processes data only to the extent necessary for its function:
- Google Analytics (if consented) — anonymised site usage statistics. Data processed under Google's privacy policy.
- Google Fonts / CDN services — fonts and icon libraries loaded from third-party CDNs. These services may log your IP address in accordance with their own policies.
This website may contain links to external sites. We are not responsible for the privacy practices of those sites and recommend you review their policies before providing personal data.
09Your Rights Under the PDPA 2010
As a data subject under Malaysian law, you have the following rights:
To exercise any of these rights, write to us at [email protected]. We will respond within 21 days.
10Children's Privacy
Pensara Desk services are intended for adults. We do not knowingly collect personal data from individuals under the age of 18. If you believe a minor's data has been submitted via our website, contact us at [email protected] and we will delete it promptly.
11Changes to This Policy
When this policy is updated materially, we will revise the "Last updated" date at the top of this page. Continued use of our website or services after such changes indicates acceptance of the updated policy. For significant changes, we will notify active clients by email where we hold an email address.