Privacy Policy

1. Introduction

Palloven is committed to protecting your privacy and handling your personal data with care and transparency. This Privacy Policy explains how we collect, use, store, and protect information when you use our property rental services.

This policy applies to all interactions with our services, whether through our website, email correspondence, phone calls, or in-person meetings. By using our services, you acknowledge that you have read and understood this policy.

2. Information We Collect

Personal Information

When you inquire about our services or enter into a rental agreement, we collect:

• Full name and contact details (email address, phone number)
• Current and previous addresses
• Employment information and income details (for lease qualification)
• Identification documents (passport, national ID)
• Emergency contact information
• Property preferences and requirements

Usage Data

We automatically collect certain information when you visit our website:

• IP address and browser type
• Pages visited and time spent on our website
• Referral source and exit pages
• Device information and operating system

Communications

Records of correspondence between you and our team, including emails, phone calls, and meeting notes related to your property search and rental arrangements.

3. How We Use Your Information

We use your personal information for the following purposes:

Service Delivery

• Matching you with suitable properties based on your requirements
• Coordinating property viewings and site visits
• Processing lease applications and documentation
• Facilitating communication with property owners
• Providing ongoing support during your tenancy

Communication

• Responding to inquiries and providing information
• Sending property recommendations and updates
• Notifying you about lease renewals or important changes
• Requesting feedback on our services

Legal Compliance

• Complying with Malaysian property rental regulations
• Maintaining records as required by law
• Verifying identity for tenancy agreements

Service Improvement

• Analyzing service usage to improve our offerings
• Understanding client preferences and needs
• Enhancing website functionality and user experience

4. Legal Basis for Processing

Under Malaysian Personal Data Protection Act 2010 (PDPA), we process your data based on:

• Consent: You have given explicit consent for us to process your data for specific purposes
• Contract Performance: Processing is necessary to fulfill our service agreement with you
• Legitimate Interest: We have legitimate business interests that do not override your privacy rights
• Legal Obligation: Processing is required to comply with Malaysian laws and regulations

5. Data Sharing and Disclosure

Property Owners

We share necessary information with property owners when processing your rental application. This typically includes your name, contact details, employment status, and references.

Service Providers

We may share data with trusted third-party service providers who assist us in:

• Website hosting and maintenance
• Email communication services
• Document management and storage
• Professional services (legal, accounting)

These providers are contractually obligated to protect your data and use it only for specified purposes.

Legal Requirements

We may disclose your information if required by law, court order, or government regulation, or to protect our legal rights and interests.

6. Data Security

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

• Secure data storage systems with encryption
• Regular security assessments and updates
• Access controls limiting who can view your data
• Secure communication channels for sensitive information
• Staff training on data protection practices
• Incident response procedures for potential breaches

While we take reasonable steps to protect your data, no internet transmission or electronic storage method is completely secure. We cannot guarantee absolute security but commit to addressing any security incidents promptly.

7. Data Retention

We retain your personal information for different periods depending on the purpose:

• Active Tenancy: Throughout your lease period and for service delivery
• Completed Tenancy: Up to 7 years after lease termination for legal and accounting purposes
• Inquiry Records: Up to 2 years if you don't proceed with a rental
• Marketing Communications: Until you withdraw consent or opt out

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

8. Cookies and Tracking

Our website uses cookies and similar technologies to enhance your experience. For detailed information about our cookie practices, please see our Cookie Policy.

You can control cookie settings through your browser preferences, though disabling cookies may affect website functionality.

9. Your Rights

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

Right to Access

You can request a copy of the personal information we hold about you. We will provide this within 21 days of your request.

Right to Correction

You can request correction of inaccurate or incomplete personal information.

Right to Withdraw Consent

Where processing is based on consent, you can withdraw that consent at any time. This won't affect processing that occurred before withdrawal.

Right to Limit Processing

You can request that we limit how we use your information in certain circumstances.

Right to Data Portability

You can request a copy of your data in a structured, commonly used format.

To exercise any of these rights, contact us at [email protected]. We will respond to your request within the timeframes required by Malaysian law.

10. Marketing Communications

With your consent, we may send you information about:

• New properties matching your preferences
• Changes to our services
• Property market insights relevant to Penang

You can opt out of marketing communications at any time by clicking the unsubscribe link in our emails or contacting us directly. Opting out won't affect service-related communications necessary for your tenancy.

11. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from minors. If we become aware that we have collected data from someone under 18, we will delete it promptly.

12. International Data Transfers

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

13. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Significant changes will be communicated through:

• Notice on our website
• Email notification to active clients
• Updated "Last Modified" date at the top of this policy

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

14. Contact Information

For questions about this Privacy Policy or to exercise your data rights, please contact: