LEGAL DOCUMENT // VINDARA
PRIVACY POLICY
01 — INTRODUCTION
Vindara ("we", "us", "our") operates at 8 Jalan Semantan, Damansara Heights, 50490 Kuala Lumpur, Malaysia. We provide artificial intelligence engineering services to businesses across Malaysia and the wider Southeast Asian region.
This Privacy Policy describes how we collect, use, store, and protect personal data when you interact with our website or engage with our services. We comply with the Personal Data Protection Act 2010 (PDPA) of Malaysia and handle all personal information with care and discretion.
By using this website or submitting an enquiry, you acknowledge that you have read and understood this policy. If you have any questions, our contact details are at the end of this document.
02 — DATA WE COLLECT
Personal Data Collected
When you contact us through the website enquiry form, we collect:
- Full Name — to address you correctly in correspondence
- Email Address — primary channel for follow-up communication
- Phone Number — optional, for scheduling calls or consultations
- Message Content — to understand your requirements before we respond
Automatically Collected Data
When you visit our website, we may automatically collect:
- IP address and general geographic location
- Browser type and version
- Pages visited and time spent on each page
- Referral source (how you found us)
Legal Basis for Processing
We process your personal data on the following lawful bases under PDPA 2010: Consent (when you submit our contact form), Legitimate Interest (for website analytics and service improvement), and Contractual Necessity (when providing agreed services).
Data Retention
Enquiry data is retained for up to 24 months from the date of last contact. Client project data is kept for up to 5 years for audit and reference purposes. Analytics data is retained for 26 months. You may request deletion at any time by contacting us.
03 — HOW WE USE YOUR DATA
We use the personal data we collect for the following purposes:
ENQUIRY RESPONSE
Responding to messages you send through the contact form, answering questions about our AI engineering services.
SERVICE DELIVERY
Managing project communications, scheduling, and delivery of Automated Testing, Image Generation, or AI Operations services.
ANALYTICS
Understanding how visitors use our website so we can improve content, usability, and service descriptions.
LEGAL COMPLIANCE
Maintaining records as required by Malaysian commercial and tax regulations.
We do not sell, rent, or trade your personal data to third parties for marketing purposes. We do not send unsolicited commercial communications.
Third-Party Service Providers
We may share data with trusted service providers who assist in operating our website and delivering our services:
- Google Analytics — website usage analysis
- Web hosting provider — server infrastructure
- Email service provider — for transactional messages
All providers are contractually obligated to handle your data securely and only for the purposes we specify.
04 — DATA PROTECTION
We take the security of your personal data seriously. Our technical and organisational measures include:
HTTPS ENCRYPTION
All data transmitted between your browser and our website is encrypted using TLS. Form submissions are sent over secure connections.
ACCESS CONTROLS
Personal data is accessible only to Vindara team members who need it to fulfil their role. Access is logged and reviewed periodically.
SECURE STORAGE
Data is stored on servers with industry-standard security configurations, including regular backups and vulnerability monitoring.
BREACH NOTIFICATION
In the unlikely event of a data breach affecting your personal data, we will notify affected individuals and the relevant Malaysian authority in accordance with PDPA requirements.
06 — YOUR RIGHTS
Under the Personal Data Protection Act 2010 (Malaysia), you have the following rights regarding your personal data:
RIGHT TO ACCESS
Request a copy of the personal data we hold about you.
RIGHT TO CORRECTION
Request that we correct inaccurate or incomplete data.
RIGHT TO ERASURE
Request deletion of your personal data, subject to legal retention requirements.
RIGHT TO WITHDRAW CONSENT
Withdraw your consent for data processing at any time without affecting prior lawful use.
RIGHT TO OBJECT
Object to processing based on legitimate interest, particularly for direct marketing.
RIGHT TO COMPLAIN
Lodge a complaint with the Department of Personal Data Protection (PDPD) Malaysia.
To exercise any of these rights, email us at [email protected]. We aim to respond within 21 days. We may request proof of identity before processing your request.
07 — THIRD-PARTY LINKS
Our website may contain links to external websites or resources. These links are provided for your reference and convenience. Vindara has no control over the content or privacy practices of third-party sites and is not responsible for their policies.
We recommend reviewing the privacy policy of any external site before submitting personal information. The presence of a link does not constitute an endorsement by Vindara.
08 — CHILDREN'S PRIVACY
Vindara's services are intended for business professionals and organisations. Our website is not directed at individuals under the age of 18, and we do not knowingly collect personal data from minors.
If you believe we have inadvertently collected information from someone under 18, please contact us at [email protected] and we will promptly delete it.
09 — POLICY UPDATES
We may update this Privacy Policy from time to time to reflect changes in our practices, service offerings, or applicable law. The "Last Updated" date at the top of this page indicates when changes were most recently made.
For significant changes, we will post a notice on our homepage or contact affected individuals directly where appropriate. Continued use of the website following an update constitutes acceptance of the revised policy.
We encourage you to revisit this page periodically if you interact with us regularly.
10 — CONTACT US
For privacy-related enquiries, data access requests, or to raise a concern, please contact our team using the details below:
VINDARA
8 Jalan Semantan, Damansara Heights, 50490 Kuala Lumpur, Malaysia