Privacy Policy

Introduction

Zephyrine is committed to protecting the privacy and personal data of our clients and website visitors. This Privacy Policy explains how we collect, use, protect, and handle your personal information in accordance with Malaysia's Personal Data Protection Act 2010 (PDPA).

By using our services or website, you consent to the data practices described in this policy. If you have questions or concerns regarding our privacy practices, please contact us at [email protected].

Information We Collect

Personal Information

We collect the following types of personal information when you use our services:

• Contact details including name, email address, phone number, and mailing address
• Identification documents required for lease verification and background checks
• Employment information and references for tenancy applications
• Financial information including bank details for security deposit processing
• Preferences regarding property type, location, and lease requirements
• Communication records including emails, phone calls, and in-person consultations

Website Usage Information

When you visit our website, we automatically collect certain information including:

• IP address and browser type
• Pages visited and time spent on each page
• Referring website and search terms used
• Device information and operating system
• Cookies and similar tracking technologies (see our Cookie Policy for details)

How We Use Your Information

We process your personal data for the following purposes:

• To provide property rental services and manage lease agreements
• To communicate with you regarding property viewings, lease terms, and service updates
• To conduct background checks and verify tenancy applications
• To process payments and manage security deposits
• To maintain property records and tenant databases
• To improve our services and website functionality
• To send marketing communications about our services (with your consent)
• To comply with legal obligations and regulatory requirements
• To protect our rights and prevent fraud or misuse of our services

The legal basis for processing your data includes: consent for marketing communications, contractual necessity for lease agreements, legitimate business interests for service improvement, and legal obligations for compliance with property regulations.

Data Sharing and Disclosure

We may share your personal information with the following parties:

• Property owners and landlords for tenancy applications and lease agreements
• Background check services and credit reference agencies for tenant verification
• Legal advisors and conveyancing firms for lease documentation
• Payment processors for security deposit and rental payment handling
• IT service providers for data storage and website hosting
• Government authorities when required by law or regulation

We require all third parties to maintain appropriate security measures and use your data only for specified purposes. We do not sell or rent your personal information to third parties for their marketing purposes.

Data Retention

We retain your personal information for the following periods:

• Active tenant data: Duration of lease plus seven years for tax and legal compliance
• Inquiry and application data: Three years from last contact
• Marketing consent records: Until you withdraw consent or three years of inactivity
• Financial records: Seven years as required by Malaysian tax law
• Website usage data: Thirteen months maximum

After these retention periods, we securely delete or anonymize your personal data unless longer retention is required by law.

Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest using industry-standard protocols
• Secure data storage with access controls and authentication requirements
• Regular security assessments and vulnerability testing
• Staff training on data protection and confidentiality obligations
• Incident response procedures for data breach management
• Physical security measures for office premises and document storage

While we strive to protect your personal data, no method of transmission or storage is completely secure. We cannot guarantee absolute security but maintain reasonable safeguards appropriate to the nature of the information we hold.

Your Rights

Under Malaysia's Personal Data Protection Act, you have the following rights regarding your personal data:

• Right of Access: Request confirmation of what personal data we hold about you and obtain a copy of that data
• Right to Correction: Request correction of inaccurate or incomplete personal data
• Right to Withdraw Consent: Withdraw your consent for marketing communications or other processing based on consent
• Right to Data Portability: Request your personal data in a structured, commonly used format
• Right to Limit Processing: Request limitation of processing in certain circumstances
• Right to Complain: Lodge a complaint with the Personal Data Protection Commissioner if you believe your rights have been violated

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

Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance user experience, analyze website traffic, and support marketing efforts. For detailed information about our cookie usage, please refer to our Cookie Policy.

You can manage cookie preferences through your browser settings or our cookie consent tool. Note that disabling certain cookies may affect website functionality.

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 recommend reviewing their privacy policies before providing any personal information.

Children's Privacy

Our services are not directed to individuals under eighteen years of age. We do not knowingly collect personal information from minors. If we become aware that we have inadvertently collected data from a minor, we will take steps to delete it promptly.

International Data Transfers

Your personal data is primarily stored and processed within Malaysia. In some cases, data may be transferred to service providers located outside Malaysia for specific processing activities such as cloud storage or customer support services. We ensure that such transfers are protected by appropriate safeguards including standard contractual clauses and adequacy decisions.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or business operations. Material changes will be communicated through our website and, where appropriate, via email to registered users. The "Last Updated" date at the top of this policy indicates when the latest revisions were made.

Continued use of our services after policy changes constitutes acceptance of the updated terms.

Contact Information

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