Privacy Policy

1. Introduction

Hearthline ("we", "us", "our") is committed to protecting the personal data of everyone who contacts us, attends our sessions, or uses our services. This policy explains what personal data we collect, why we collect it, how we use it, and what rights you have under Malaysian law.

This policy applies to personal data collected through our website at hearthlidas.world, through our contact form, through session registrations, and through the delivery of our three services: the Family Information Evening, Written Records for the Family Archive, and the Household Transition Support Plan.

Hearthline processes personal data in accordance with the Personal Data Protection Act 2010 (PDPA) of Malaysia. If you have questions about this policy, contact us at [email protected].

2. Personal Data We Collect

We collect only the data necessary for the purposes described in this policy. The categories are:

• Contact data: name, email address, and phone number provided when you submit an enquiry through our website or contact us directly.
• Service delivery data: for the archive service and transition support plan, we may record document inventory lists, meeting summaries, logistics calendar entries, and administrative checklists. These records relate to your household's administrative situation and are held only for the duration of the engagement.
• Session attendance data: first name and contact email for information evening registrations, used to confirm your place and send the session reference sheet.
• Website usage data: standard server log data and, where consent is given, analytics cookies. See Section 5 for details.

3. How We Use Personal Data

We use personal data for the following purposes:

• Responding to enquiries submitted through our website or by telephone.
• Confirming registrations for information evenings and sending reference materials.
• Delivering the archive service and transition support plan, including producing meeting summaries and maintaining the shared logistics calendar.
• Sending service-related communications (appointment confirmations, written summaries, referral lists).
• Improving the website and our services using aggregated, anonymised analytics data (where consent is given).

We do not use personal data for marketing purposes without explicit consent. We do not sell, rent, or share personal data with third parties for commercial purposes.

The legal basis for processing under the PDPA is consent (for enquiries and session registrations) and contractual necessity (for service delivery).

4. How Long We Keep Data

• Enquiry data (name, email, phone from contact form): deleted within 12 months of the last contact if no service engagement follows.
• Session registration data: deleted within 6 months of the session date.
• Service delivery records (meeting summaries, logistics calendars): held for the duration of the engagement and for 24 months after the engagement ends, then deleted.
• Financial records (invoices and payment records): retained for 7 years as required by Malaysian tax regulations.

5. Cookies

Our website uses cookies in four categories:

• Essential cookies: required for basic site functionality. Always active.
• Analytics cookies: help us understand how visitors use the site. Only active with your consent.
• Marketing cookies: used for advertising purposes. Only active with your consent.
• Preference cookies: remember your settings. Only active with your consent.

You can manage your cookie preferences at any time via our Cookie Policy page.

6. How We Protect Your Data

• Data submitted through our website is transmitted over HTTPS (TLS encryption).
• Service delivery records are held in password-protected systems accessible only to the staff member managing your engagement.
• No household documents are stored on our systems. Scanned files are placed on an encrypted drive handed to you at the end of the archive service.
• In the event of a data breach affecting your personal data, we will notify you within 72 hours of becoming aware of it.

7. Your Rights

Under the Personal Data Protection Act 2010 (Malaysia), you have the following rights regarding your personal data held by Hearthline:

• Right of access: you may request a copy of the personal data we hold about you.
• Right of correction: you may request correction of inaccurate or incomplete data.
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time. Withdrawal does not affect the lawfulness of processing before withdrawal.
• Right to request deletion: you may ask us to delete your personal data where there is no longer a lawful basis for holding it.
• Right to limit processing: in certain circumstances, you may ask us to restrict the processing of your data.
• Right to complain: you may lodge a complaint with the Department of Personal Data Protection Malaysia (PDPDM) if you believe your rights under the PDPA have been infringed.

To exercise any of these rights, write to us at [email protected]. We will respond within 21 days.

8. Third-Party Links

Our website may contain links to external websites, including government portals and public body websites referenced in our session materials. We are not responsible for the privacy practices of those sites. We recommend reading the privacy policy of any external site you visit.

9. Children's Privacy

Hearthline's services are directed at adults managing household and family administrative matters. We do not knowingly collect personal data from persons under 18. If you believe a minor has submitted personal data to us, please contact us at [email protected] and we will delete it promptly.

10. Changes to This Policy

We may update this policy from time to time to reflect changes in our services or in applicable law. The date at the top of this page indicates when the policy was last revised. Material changes will be communicated via the email address held for active engagements.

11. Contact Us

For privacy-related enquiries, requests, or complaints:

Hearthline
48 Jalan Perak, 11600 George Town, Pulau Pinang, Malaysia
[email protected]
+60 4 6293 5814

Supervisory authority: Department of Personal Data Protection Malaysia (PDPDM), Ministry of Communications and Digital, Malaysia.
Website: www.pdp.gov.my