Privacy Policy
Last Updated: 15 June 2025 · Effective Date: 15 June 2025
Kithward ("we", "us", "our") is committed to handling the personal data of anyone who contacts us or engages our services with care, transparency, and in compliance with Malaysia's Personal Data Protection Act 2010 (PDPA 2010). This policy sets out what data we collect, how we use it, how long we keep it, and what rights you have under Malaysian law.
If you have any questions about this policy, contact us at [email protected].
1. Who we are
Kithward is a family communication and documentation support service based at 31 Jalan Molek 1/4, Taman Molek, 81100 Johor Bahru, Johor, Malaysia. We are the data controller for personal data collected through our website and service engagements. We can be reached by phone at +60 7-863 4291 or by email at [email protected].
2. Data we collect and why
We collect personal data through the following means:
- Contact form on this website: name, email address, phone number (optional), and any message content you provide. This is used to respond to your enquiry and assess whether our services are suitable for your household.
- Service engagement: names of participating family members, contact details for correspondence, and documents you provide as part of the Family Documentation Programme. Documents are used solely to complete the indexing and organisation work agreed in the scope document.
- Website analytics cookies (if consented): page view data used to understand how visitors use the site. We do not collect data that identifies individual visitors without consent.
Legal bases for processing (PDPA 2010):
- Consent — for analytics cookies and marketing communications, where you have opted in.
- Contract — for data collected and processed to deliver the service you have engaged us for.
- Legitimate interest — for maintaining basic website security logs and fraud prevention.
3. How we use your data
- To respond to your website enquiry, typically within two working days.
- To schedule and conduct sessions and appointments as part of your chosen offering.
- To produce and deliver written records, workbooks, and indexed registers as specified in your scope document.
- To send service-related correspondence during the engagement period, such as agenda documents, review notes, and programme outputs.
- We do not use personal data for direct marketing without explicit opt-in consent.
- We do not sell personal data to third parties under any circumstances.
4. Data retention
- Contact form enquiries: retained for 12 months from the date of enquiry, then deleted unless an engagement follows.
- Engagement correspondence and session records: retained for 3 years from the end of the engagement, then securely deleted.
- Working copies of documents provided for the Family Documentation Programme: returned to the family or securely deleted at programme close, as specified in the scope document.
- Analytics data (if consented): retained in anonymised form for up to 26 months.
5. Data protection and security
We take reasonable technical and organisational steps to protect the personal data we hold, including:
- Access to personal data is restricted to staff directly involved in delivering your engagement.
- Electronic records are stored on password-protected systems with access logging.
- Physical documents are held in locked storage during engagement periods.
- In the event of a data breach that affects your personal data, we will notify you as required by applicable law.
6. Cookies
This website uses cookies for basic functionality and, with your consent, for analytics. Essential cookies cannot be disabled as they are required for the site to operate correctly. Analytics and preference cookies are only placed if you accept them via the cookie consent banner. For full details, see our Cookie Policy.
7. Your rights under PDPA 2010
Under Malaysia's Personal Data Protection Act 2010, you have the right to:
- Access the personal data we hold about you.
- Request correction of any inaccurate or incomplete personal data.
- Withdraw consent for processing based on consent (this does not affect processing already carried out).
- Request that we stop processing your data for direct marketing purposes.
- Lodge a complaint with the Personal Data Protection Commissioner of Malaysia if you believe your rights have been infringed.
To exercise any of these rights, contact us at [email protected]. We will respond within 21 days.
8. Third-party links
Our website may contain links to external websites, including the practitioner directories we reference. We are not responsible for the privacy practices of those sites. We encourage you to read their privacy policies before providing any personal data to them.
9. Children's privacy
Our services are directed at adults (persons aged 18 and over). We do not knowingly collect personal data from individuals under 18. If we become aware that we have collected such data without appropriate parental or guardian consent, we will delete it promptly. Contact us at [email protected] if you believe this has occurred.
10. Changes to this policy
We may update this policy from time to time. The updated version will be posted on this page with a revised "Last Updated" date. For material changes, we will notify active clients by email. Continued use of our website or services after changes are posted constitutes acceptance of the updated policy.
11. Contact
For all privacy-related enquiries: