Privacy Policy | mutiiaras

mutiiaras ("we", "us", "our") is committed to protecting the privacy and personal data of all individuals who interact with our firm. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with Malaysia's Personal Data Protection Act 2010 (PDPA) and related regulations.

1. Data Controller

The data controller responsible for your personal information is:

mutiiaras
12-1, Jalan Mutiara, Taman Tun Dr Ismail, 60000 Kuala Lumpur, Wilayah Persekutuan, Malaysia
Email: [email protected]
Phone: +60 3-4251 8694

2. Personal Data We Collect

We collect the following categories of personal data:

Contact information: Full name, email address, telephone number, and postal address provided through our contact form or direct correspondence.
Matter-related information: Details you share in relation to your legal matter, including documents and background information relevant to proceedings.
Technical data: IP address, browser type, device information, and pages visited — collected automatically when you use our website.
Cookie data: Preferences and session identifiers as described in our Cookie Policy.

3. How We Collect Your Data

We collect personal data through the following means:

Enquiry and contact forms on our website
Direct email correspondence and telephone calls
In-person or virtual consultations
Documents and information you provide during an engagement
Website analytics tools operating under your cookie consent

4. Legal Basis for Processing

We process your personal data on the following legal bases:

Consent: Where you have provided explicit consent, such as by submitting an enquiry form or accepting cookies.
Contractual necessity: To fulfil obligations under an engagement agreement between you and mutiiaras.
Legal obligation: Where processing is required by applicable law, including the Legal Profession Act 1976.
Legitimate interests: For internal administration, improving our services, and maintaining client records for the duration required by professional conduct rules.

5. How We Use Your Personal Data

We use your data for the following purposes:

Responding to your legal enquiries and providing initial advice
Conducting and managing your legal matter if you engage our services
Complying with court filing requirements and procedural obligations
Maintaining client files as required by professional conduct rules
Sending administrative communications relating to your matter
Improving our website and services based on anonymised usage analytics

6. Data Retention

We retain personal data for the following periods:

Enquiry data (non-client): 12 months from the date of enquiry, unless an engagement follows.
Client matter files: 7 years from the conclusion of the matter, in accordance with Malaysian Bar Council guidelines.
Financial records: 7 years, as required by Malaysian tax and accounting law.
Website analytics data: Up to 26 months, depending on the analytics service used.

7. Data Sharing

We do not sell or rent your personal data. We may share it in the following limited circumstances:

Courts and regulatory bodies: Where required as part of legal proceedings or regulatory compliance.
Expert witnesses and forensic accountants: Where engaged in connection with your matter, with your knowledge.
Service providers: Such as secure cloud storage and case management software providers operating under data processing agreements.
Legal obligations: Where we are required to disclose data by law or court order.

8. Data Protection Measures

We implement the following security measures to protect your personal data:

Encrypted email and document transmission for all client correspondence
Password-protected file management systems with role-based access controls
Physical security at our office premises, including restricted access to client file areas
Regular staff training on data protection obligations under the PDPA
Prompt notification procedures in the event of a data breach, as required by the PDPA

9. Cookies

Our website uses cookies to improve functionality and understand usage patterns. Please refer to our Cookie Policy for detailed information on the cookies we use, their purpose, and how to manage your preferences.

10. Your Rights Under the PDPA

Under Malaysia's Personal Data Protection Act 2010, you have the following rights in relation to your personal data:

Right of access: To request a copy of the personal data we hold about you.
Right to correction: To request correction of inaccurate or incomplete data.
Right to withdraw consent: Where processing is based on consent, to withdraw it at any time without affecting the lawfulness of prior processing.
Right to limit processing: To request that we restrict how we use your data in certain circumstances.
Right to complain: To lodge a complaint with the Personal Data Protection Commissioner of Malaysia.

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

11. Third-Party Links

Our website may contain links to external sites. We are not responsible for the privacy practices of those websites and recommend reviewing their policies independently.

12. Children's Privacy

Our services are intended for individuals aged 18 and above. We do not knowingly collect personal data from minors. If you believe a minor has provided data through our website, please contact us so we can remove it promptly.

13. International Data Transfers

We do not routinely transfer personal data outside of Malaysia. In the limited circumstances where cross-border transfer is necessary (e.g., in connection with overseas asset matters), we take appropriate measures to ensure your data is protected to a standard equivalent to the PDPA.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The "Last Updated" date at the top of this page indicates when the policy was last revised. Continued use of our website after any changes constitutes acceptance of the updated policy.

15. Contact for Privacy Matters

For all privacy-related enquiries, including requests to access or correct your data, please contact:

Email: [email protected]
Address: 12-1, Jalan Mutiara, Taman Tun Dr Ismail, 60000 Kuala Lumpur