Privacy Policy

1. Introduction

Archivum (referred to in this policy as "we", "us" or "our") is an administrative records service based in Puchong, Selangor, Malaysia. We provide estate and inheritance records support services to families, including document sorting, scanning, indexing and related administrative work.

This Privacy Policy explains how we collect, use, store and protect personal data in connection with those services and with the use of our website at archivum.sbs.

We take our obligations under the Personal Data Protection Act 2010 (PDPA) of Malaysia seriously and handle personal data only for the purposes described in this document. If you have questions about this policy or about how your data is handled, contact us at [email protected].

2. Personal Data We Collect

We collect personal data in the following ways:

2.1 Data you provide directly

• Name and contact details (email address, telephone number) submitted through the enquiry form on our website
• Information provided in the body of an enquiry, which may include details about your family's administrative situation
• Correspondence by email or telephone in connection with a service engagement

2.2 Data collected automatically

• Basic technical data collected via cookies and similar technologies when you visit our website, including IP address, browser type and pages visited (see Section 5 and our Cookie Policy)

2.3 Legal basis for processing

We process personal data on the following bases under the PDPA 2010:

• Your consent, where you have submitted an enquiry or agreed to cookies
• Contractual necessity, where data is needed to deliver a service you have engaged us for
• Legitimate interests, for internal administrative records relating to completed engagements

2.4 Retention periods

Enquiry data is retained for up to twelve months from the date of receipt. Engagement records are retained for up to five years from the close of the engagement for administrative and legal compliance purposes. Cookie consent data is retained in your browser's local storage until you clear it or withdraw consent.

3. How We Use Your Data

Personal data collected through enquiry forms and correspondence is used:

• To respond to your enquiry and discuss the services that may suit your situation
• To deliver the service where an engagement is agreed
• To maintain a brief written record of each engagement for continuity purposes
• To meet our obligations under applicable Malaysian law

We do not use your personal data for marketing, we do not send unsolicited communications, and we do not sell, rent or share personal data with third parties for commercial purposes.

3.1 Third-party service providers

We may share limited data with service providers who assist in operating our website (for example, analytics providers). Any such providers are required to handle data in accordance with applicable law and are not authorised to use it for independent purposes.

4. Data Protection Measures

We take reasonable technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure or destruction. These include:

• Access to client records limited to team members who require it to deliver the service
• Digital files stored on encrypted drives or secure servers
• Client documents not retained by Archivum after a project closes — all copies are held by the family
• Prompt notification to affected individuals in the event of a data breach that is likely to result in harm

No method of electronic transmission or storage is entirely secure. While we take reasonable steps to protect your data, we cannot provide an absolute assurance against all security risks.

5. Cookies

Our website uses cookies to support basic functionality and to understand how the site is used. Cookie preferences are stored in your browser's local storage. You can manage your preferences at any time via our Cookie Policy page, which explains the types of cookies we use and how to adjust them.

6. Your Rights

Under the Personal Data Protection Act 2010 (Malaysia), you have the following rights in respect of personal data we hold about you:

• Access: to request a copy of the personal data we hold about you
• Correction: to request that inaccurate or incomplete data is corrected
• Objection: to object to certain types of processing where permitted by law
• Withdrawal of consent: to withdraw consent where processing is based on consent

To exercise any of these rights, contact us at [email protected]. We will respond within 21 days. You may also contact the Department of Personal Data Protection Malaysia if you have concerns about how your data is handled.

7. Links to Other Sites

Our website may contain links to external websites. We are not responsible for the privacy practices of those sites and this policy does not cover them. We encourage you to review the privacy notices of any external sites you visit.

8. Children's Privacy

Our services are directed at adults aged 18 and above. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a minor, please contact us and we will take steps to delete it.

9. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. Continued use of the website after an update constitutes acceptance of the revised policy. Where changes are material, we will take reasonable steps to bring them to your attention.

10. Contact

For any questions or requests relating to this Privacy Policy or your personal data, contact us: