The PDPA took effect to regulate the processing of personal data in commercial transactions. We, Ardent Corporate Services (“ACS”) recognize the importance of privacy and the sensitivity of personal data and information about yourself (“Personal Data”) and are committed to the protection of your Personal Data in line with the PDPA.

ACS is sharing this Privacy and Personal Data Protection Policy to highlight your rights under the PDPA and we suggest that you read it thoroughly.

1. Collection of Personal Data This Privacy and Personal Data

Protection Policy is issued to all our existing, immediate and prospective clients, contacts and employees pursuant to the Personal Data Protection Act 2010 (“PDPA”) which came into effect on 15th November 2013.

We treat and view your Personal Data seriously.

In the course of your dealings with ACS, we may request that you provide Personal Data to enable us to enter into commercial transactions with you or deliver the necessary services and / or notices in connection with rendering our legal services. These are relevant in connection with our business process and execution, services, client relationship, management and business development activities.

2. Nature of Personal Data

Personal Data means information that identifies you and shall include but not be limited to the following information:

(a) name, job title and company name;

(b) age, gender, date of birth, identity card number, passport number, photograph;

(c) race, ethnic origin, nationality,

(d) contact information including address, email address and phone number;

(e) marital status, details of children, occupation, work history, income, tax submission, employer, references and any other details of past employers;

(g) financial reports, tax file identification number, EPF number, SOCSO number; and

(h) such other relevant information and data to enable us to provide you with our services.

We recognise that you may provide us with your Personal Data by completing our forms or by communicating with us in person or by phone, e-mail, fax, short message service, instant messages, written form or otherwise.

3. Purpose of Collection of Personal Data

Your Personal Data may be collected, stored and/or used (whether directly or indirectly) and in whatever form including audio visual recordings and photographs, amongst others, for the following purposes:

(a) implementation, performance and completion of any commercial transactions, dealings or in connection with visa processing services , advice and obligations that ACS may render to you or third parties;

(b) preparation and execution of all necessary documents, agreements and/or contracts for our projects and/or services with you including any obligations arising from any contracts and/or agreements entered into between you and us and to provide you with the information and services that you request from us;

(c) maintenance and upkeep of internal client records, administration, management, business development, advertising, continuous professional development, education, research, internal operations, troubleshooting, data analysis, testing, statistical and survey purposes, professional network, employment and social activities;

(d) meeting any legal or regulatory requirement relating to our services and to make disclosure under the requirements of any applicable law, regulation, directive, guideline, by-law, code, circular, government authorities and/or court of competent jurisdiction;

(e) your name and picture may be displayed on ACS’s website, publications, newsletters, documents, alerts, notifications, and any other material of similar nature;

(f) to operate our website and information technology software (including the collection of internet protocol address and cookies) including all internet related activities;

(g) to provide time billing and maintain time and billing databases, to include you in any direct marketing activities;

(h) credit assessments, financial and background investigations as and when deemed necessary;

(i) keys handover, vacant possession, property/estate management, customer care and/or defect rectification works and post vacant possession services;

(j) any subsequent commercial transactions in relation to any projects and/or services;

(k) enable us to send you information by email, regular postal mail, telecommunication means (including but not limited to telephone calls, text messages, social chat applications) about services offered by selected third parties that we think may interest you but in doing so we maintain control over your Personal Data and we will not disclose your Personal Data to such third parties without your prior consent;

(l) for employment purposes, if you apply to ACS for a job, we need to consider your Personal Data and as part of our review process, we normally retain information from candidates after a decision has been made. If we offer you a job, which you accept, the information will be retained in accordance with our privacy procedures for employee records; and

(m) for any other purpose that is incidental or ancillary or in furtherance to the above purposes.

The above mentioned purposes shall hereinafter collectively be referred to as “Purposes”. Your Personal Data shall not be further processed in any manner incompatible with the Purposes.

4. Source of Personal Data

We collect information only by lawful and fair means, and not in an unreasonably intrusive way.

Wherever possible we collect your Personal Data directly from you, both at the start of a retainer and in the course of our representation.

Sometimes we may obtain information about you from other sources. The Personal Data which may be collected, processed and used by ACS are sourced from sources such as:

(a) official registration forms (either electronic or printed) for seminars or in-house talks, newsletter subscription or any other promotional events;

(b) official request for information forms that are provided to you by ACS’s employees;

(c) any queries, emails or any correspondences that we have received from you requesting for information or making enquiries;

(d) any ‘contact us’ forms that you have submitted through our website;

(e) from a government agency or registry, any referrals that we may have obtained from existing clients whom we have verifiable personal contact details;

(f) business cards that were dropped or given to our partners, associates or employees;

References to the term ‘you’ and ‘your’ shall include your representatives and agents.

5. Rights of Access and Correction

Since we use your Personal Data to provide visa processing services , it is important that the information be accurate and up-to-date. If during the course of the retainer, any of your information changes, please inform us so that we can make any necessary changes.

You have the right to request access to your Personal Data and if required, correction of your Personal Data in our records. You may at any time:

(a) request access to your Personal Data in our records to check and verify your Personal Data;

(b) request that we correct and update any of your Personal Data in our records if it is inaccurate, incomplete, misleading or becomes out-of-date;

(c) request to limit or cease the processing of your Personal Data all together;

(d) raise any concerns, enquiries or complaints in respect of the processing of your Personal Data;

(e) request for explanation on the policies and procedures in respect of your Personal Data provided to us;

(f) communicate to us your objection to the use of your Personal Data for marketing purposes;

(g) request that your Personal Data shall only be kept for the fulfilment of the purpose of the collection of the Personal Data;

(h) withdraw your consent given previously to the processing of your Personal Data.

For any enquiries to (i) access Personal Data, (ii) correct, update and/or delete Personal Data, (iii) limit and/or cease the processing of Personal Data or (iv) request for information regarding policies and procedures on the handling of your Personal Data, kindly contact:

Contact Person: Sukanthi Krishnan
Designation: Managing Director

Ardent Corporate Solutions

Unit A-1-18, Coplace 2,
2260 Jalan Usahawan 1, Cyber 6, 43000 Cyberjaya,
Selangor Darul Ehsan, Malaysia
Te: +603-8322 0828 Mobile: +6012-392 9269

If we do not receive any notification in writing, we will assume that we are authorized to continue processing your Personal Data for the Purposes.

6. Disclosure of Personal Data

Personal Data provided to ACS will generally be kept confidential but you hereby consent and authorise ACS to provide or disclose your Personal Data to the following categories of parties:

(a) any persons, government agencies, statutory authorities and / or industry regulators where we are compelled to disclose Personal Data pursuant to any law or regulation;

(b) our affiliates, partners, third parties, service providers, representatives and agents, who may be located within or outside Malaysia, to implement the Purposes set out in the Privacy and Personal Data Protection Policy and to provide related and / or supporting services in connection with our legal practice;

(c) our and/or our client’s auditors, consultants, accountants or any relevant financial institutions or professional advisers;

(d) our and/or our client’s suppliers, contractors, sub-contractors or third party service providers as may be deemed to be necessary or appropriate;

(e) third party property management and real estate agency companies / entitled in respect of property which is the subject matter of our engagement;

(f) counterparties or counterparties’ advisers, agents and representatives in any legal and/or commercial transaction, financial institutions for loan documentation processing, relevant state authority and the Inland Revenue Board.

7. Choices to Limit Processing of Personal Data

Processing, in relation to Personal Data means collecting, recording, holding, storing, disposing, altering, retrieving, transmitting or disseminating data.

You have the right to limit in part or wholly the processing of your Personal Data and to withdraw consent at any time. When consent is withdrawn and communicated to us in writing, ACS will stop processing your Personal Data.

8. Consequences of Refusal / Failure to Provide Personal Data

When Personal Data provided is wholly voluntary in nature, you are not under any obligation or under any duress to do so. However, in some circumstances, when it is obligatory to provide us your Personal Data, the failure to do so may result in the following consequences in which ACS shall not be held liable:

(a) inability to maintain your clientele with us;

(b) inability of parties to finalise any contract and / or agreement;

(c) inability to keep you apprised of any information requested or business development activities;

(d) inability to complete commercial transactions.

9. Safeguards and Protection

ACS shall keep and process your Personal Data in a secure manner and prevent any unauthorized and/or unlawful processing, any accidental loss, destruction or damage to your Personal Data. We endeavour to implement the appropriate administrative and security safeguards and procedures in accordance with the PDPA to protect and safeguard the integrity of your Personal Data. Compliance with these provisions will be required of all third parties who may access your Personal Data (as set out in paragraph 6).

10. Language

In accordance to Section 7(3) PDPA, this Privacy and Personal Data Protection Policy is issued in both Bahasa Malaysia and English