Privacy Policy

1. Introduction

Ivorsen is committed to protecting the privacy and personal data of our clients, prospective tenants, and website visitors. This Privacy Policy explains how we collect, use, protect, and share personal information in accordance with the Personal Data Protection Act 2010 (PDPA) of Malaysia and other applicable data protection regulations.

This policy applies to all personal data collected through our website, property viewings, lease applications, and other interactions with Ivorsen. By using our services or providing your personal information, you agree to the collection and use of information as described in this policy.

If you have questions or concerns about our privacy practices, please contact us at [email protected].

2. Data Collection

2.1 Personal Data We Collect

We collect and process the following types of personal information:

• Contact information including name, email address, phone number, and mailing address
• Identification documents such as passport or identity card copies for lease applications
• Employment information and references for tenant screening purposes
• Financial information including income verification and bank details for lease processing
• Property preferences and rental requirements shared during consultations
• Communication records including emails, phone conversations, and meeting notes
• Website usage data including IP address, browser type, and pages visited

2.2 How We Collect Data

Personal data is collected through the following means:

• Direct submission via website contact forms and inquiry submissions
• Email correspondence and phone conversations with our team
• Rental application forms and supporting documentation
• Property viewing registrations and attendance records
• Cookies and similar tracking technologies on our website
• Third-party sources such as property owners and references with your consent

2.3 Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Consent: When you provide explicit consent for specific processing activities
• Contract performance: To fulfill our obligations in providing rental services
• Legitimate interests: For business operations, fraud prevention, and service improvement
• Legal compliance: To meet regulatory and legal obligations under Malaysian law

3. Data Usage

3.1 How We Use Your Data

Personal information is used for the following purposes:

• Processing rental inquiries and coordinating property viewings
• Conducting tenant screening and verification procedures
• Facilitating lease agreements and rental transactions
• Providing ongoing support and property management services
• Communicating about properties, services, and account updates
• Improving our website functionality and user experience
• Analyzing service usage to enhance our offerings
• Complying with legal and regulatory requirements

3.2 Data Sharing

We may share your personal data with the following third parties:

• Property owners and landlords for tenant verification and lease processing
• Service providers including maintenance contractors and utility companies
• Professional advisors such as legal and accounting firms
• Government authorities when required by law or regulation
• Credit reporting agencies and reference verification services with your consent

We ensure that all third parties are bound by confidentiality obligations and data protection requirements. We do not sell your personal data to third parties for marketing purposes.

3.3 Marketing Communications

With your consent, we may send you information about available properties, service updates, and relevant rental opportunities. You can opt out of marketing communications at any time by contacting us or using the unsubscribe link in our emails.

4. Data Protection

4.1 Security Measures

We implement appropriate technical and organizational measures to protect your personal data:

• Secure data storage with encryption for sensitive information
• Access controls limiting data access to authorized personnel only
• Regular security assessments and system updates
• Staff training on data protection and confidentiality requirements
• Secure communication channels for data transmission
• Physical security measures for document storage

4.2 Data Retention

We retain personal data only for as long as necessary to fulfill the purposes outlined in this policy:

• Active tenant records: Duration of tenancy plus 7 years for legal compliance
• Rental applications: 2 years from application date
• General inquiries: 1 year from last contact
• Financial records: 7 years in accordance with Malaysian tax regulations
• Marketing consent: Until withdrawal of consent or 3 years of inactivity

4.3 Breach Notification

In the event of a data breach affecting your personal information, we will notify you and relevant authorities in accordance with Malaysian data protection requirements, typically within 72 hours of becoming aware of the breach.

5. Cookies and Tracking

Our website uses cookies and similar technologies to enhance your browsing experience and analyze site usage. For detailed information about our cookie practices, please refer to our Cookie Policy.

We use the following types of cookies:

• Essential cookies: Required for basic website functionality
• Analytics cookies: To understand how visitors use our site
• Preference cookies: To remember your settings and preferences

6. Your Rights

Under Malaysian data protection law, you have the following rights regarding your personal data:

6.1 Right to Access

You have the right to request access to the personal data we hold about you, along with information about how it is processed.

6.2 Right to Rectification

You can request correction of inaccurate or incomplete personal data.

6.3 Right to Erasure

You may request deletion of your personal data when it is no longer necessary for the purposes collected, subject to legal retention requirements.

6.4 Right to Data Portability

You have the right to receive your personal data in a structured, commonly used format and to transmit it to another organization.

6.5 Right to Object

You can object to processing of your personal data for direct marketing purposes or based on legitimate interests.

6.6 Right to Withdraw Consent

Where processing is based on consent, you have the right to withdraw that consent at any time.

6.7 Right to Complain

You have the right to lodge a complaint with the Personal Data Protection Commissioner of Malaysia if you believe your data protection rights have been violated.

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

7. Third-Party Links

Our website may contain links to third-party websites, including property listing platforms and service providers. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

8. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal data from minors. If you believe we have collected information from a minor, please contact us immediately so we can delete it.

9. International Data Transfers

Your personal data is primarily stored and processed in Malaysia. If we transfer data outside Malaysia, we ensure appropriate safeguards are in place to protect your information in accordance with Malaysian data protection requirements.

10. Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes by posting the updated policy on our website with a new "Last Updated" date. We encourage you to review this policy periodically.

Your continued use of our services after any changes indicates your acceptance of the updated Privacy Policy.

11. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: