Privacy Policy

Vanguard Secretarial Services
Business Registration No.: 202503084954 (AS0493175-U)
Effective Date: 1 February 2024

1. Important Information

This website is owned and operated by Vanguard Secretarial Services (the “Company”, “our” or “we”). We are committed to protecting the privacy and security of your personal data.
This Privacy Policy describes how we collect, use and store your personal data when you visit our website, including when you purchase a product or services. It also tells you about your rights and how the law protects you.
This Privacy Policy supplements the other policies (including our terms of use) and is not intended to override them.
Our website may include links to third-party websites, plug-ins and applications. By clicking on these links or enabling connections you may be allowing third parties to collect or share your personal data. We have no control or liability in respect of these third-party websites, plug in or applications and are not responsible for their privacy policies. You should also read their privacy policies to understand what personal data they collect about you and how they use it.
By accessing our website or using our services, you consent to the practices described in this policy.

2. Information We Collect

We may collect and process the following personal data:

We collect identity and contact information including your name, email address, phone number, job title, and company name. We also gather business and corporate information such as company registration number, business address, and other details relevant to the provision of corporate secretarial services.
Additionally, we collect communication data consisting of information provided through website forms, emails, and client engagement. When you visit our website, we automatically collect website usage data including IP address, browser type, access times, and pages visited.
Our collection may also include financial information necessary for processing payments, identity verification information for compliance purposes, and other service-specific information required to fulfil your corporate secretarial needs.
Our website and services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe that we have inadvertently collected personal information from a child, please contact us immediately.

We may collect personal data in the following ways:

Direct interactions	You may provide personal data when you complete online forms, request products/services, subscribe to our services, create a user account, join our mailing lists or correspond with us (by post, phone or email or otherwise).
Automated technology	We automatically collect personal data (technical and usage) when you browse or interact with our website, by using cookies, and other similar technologies. We may also receive technical data about you if you visit other websites which use our cookies. Please see our Cookie Policy here for further details.
Publicly available sources	We may collect personal data from publicly availably sources.
Recording of correspondence	We may monitor, record, store and use any telephone, email or other communication with you. This includes those which contain personal data. We do this to check any instructions given to us, for training purposes, to prevent crime, and to improve the quality of our customer service.

3. How We Use Your Information

Your information may be used for the following purposes:

To respond to enquiries or requests submitted through our website.
To provide and manage our corporate secretarial services to clients.
To perform administrative and operational functions in relation to our services.
To comply with legal and regulatory obligations under Malaysian laws.

4. Legal Basis for Processing

We process your personal data based on one or more of the following legal grounds:

Consent (where applicable)
Performance of a contract
Legal obligation
Legitimate interest (such as business development or client communication)

5. Data Sharing & Disclosure

We do not sell, trade, or rent your personal data. However, your information may be disclosed to professional advisors and service providers who support our operations, such as auditors, IT service providers, and legal consultants.
In addition, we may disclose your data to regulatory authorities where required by law or to meet compliance obligations.
In certain cases, your information may also be shared with third parties in connection with corporate transactions, provided that such disclosures are subject to appropriate confidentiality agreements.

6. Data Security

The security of your personal information is important to us. Please bear in mind, however, that no security system is guaranteed to be 100% secure. Whilst we strive to protect your personal information, the Company cannot guarantee or warrant the security of our servers, nor can we guarantee that information you supply through this website will not be intercepted whilst being transmitted over the Internet. We follow generally accepted industry standards to protect the personal information submitted to us, both during transmission and once we receive it.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We also limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know and they can only process your personal data on our instructions and will be subject to a duty of confidentiality.
We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

7. Data Retention

We retain personal data for as long as necessary to fulfil the purposes for which it was collected, or as required by applicable laws and regulations.

8. Your Rights

You may have the right to:

Right to Access: Request a copy of the personal information we hold about you
Right to Rectification: Request correction of inaccurate or incomplete information
Right to Erasure: Request deletion of your personal information under certain circumstances
Right to Restrict Processing: Request limitation of processing your personal information
Right to Data Portability: Receive your personal information in a structured, commonly used format
Right to Object: Object to processing based on legitimate interests or direct marketing
Rights Related to Automated Decision-making: Not be subject to decisions based solely on automated processing

To exercise any of these rights, please contact us using the details provided in the “Contact Us” section below. We may need to request specific information from you to confirm your identity before processing your request.

9. Changes to This Policy

We reserve the right to amend this Privacy Policy at any time. Updates will be posted on this page with a revised effective date.

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