Privacy Policy

1. Introduction

Teratai ("we", "us", "our") operates a residential placement service from Persiaran Perdana, 62100 Putrajaya, Malaysia. We take the handling of personal data seriously, and this policy explains what information we collect, how we use it, and what rights you have in relation to it.

This policy applies to information collected through our website and through direct client engagement. It is governed by Malaysia's Personal Data Protection Act 2010 (PDPA).

Questions about this policy should be directed to [email protected].

2. Information We Collect

We collect the following categories of personal data:

• Contact information: name, email address, phone number, provided via our website enquiry form or direct communication.
• Placement brief information: budget, preferred precincts, household composition, timeline, and any other information shared in the course of an engagement.
• Identity and tenancy documents: copies of identification, employment letters, or financial references requested during the lease coordination process.
• Usage data: browser type, IP address, pages visited, and time on site — collected via analytics cookies if you have consented to their use.

Legal basis: we process your data on the basis of your consent (for website analytics), on the performance of a contract (for placement services), and on our legitimate interest in managing client relationships and improving our services.

Retention: contact and enquiry data is retained for 24 months following the conclusion of an engagement. Tenancy documents are retained for the duration of the tenancy plus 12 months, then securely deleted.

3. How We Use Your Information

Your information is used for the following purposes:

• Responding to your enquiry and conducting placement services on your behalf
• Coordinating with property owners and third parties as required for your placement
• Reviewing, drafting, and managing tenancy documentation
• Communicating service updates, renewal reminders, and related matters
• Improving our website and service operations (analytics data only, with consent)
• Compliance with applicable legal obligations in Malaysia

We do not use your data for unsolicited marketing. We do not sell your personal data to any third party.

4. Sharing of Personal Data

We share personal data only where necessary and appropriate:

• Property owners: limited contact and identification information shared in the course of lease negotiation, with your knowledge.
• Legal advisors: where you request or we require legal review of tenancy terms.
• Analytics providers: Google Analytics, if you consent to analytics cookies — data is anonymised and aggregated.
• Legal authorities: where required by Malaysian law or court order.

No data is transferred outside Malaysia for processing without your awareness and appropriate safeguards in place.

5. Data Security

We apply reasonable technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, or loss. These include:

• Secure, encrypted storage for client documents and contact records
• Access controls limiting data to personnel with a legitimate operational need
• Secure communication channels for the transmission of sensitive tenancy documents
• Regular review of data handling practices

In the event of a data breach affecting your personal data, we will notify you and the relevant authority in accordance with our obligations under the PDPA.

6. Cookies

Our website uses cookies for essential functionality and, with your consent, for analytics. Please see our Cookie Policy for detailed information on the cookies we use and how to manage your preferences.

7. Your Rights

Under the Personal Data Protection Act 2010 (Malaysia), you have the following rights:

• Access: request a copy of the personal data we hold about you.
• Correction: request that inaccurate or incomplete data be corrected.
• Withdrawal of consent: withdraw consent for processing based on consent at any time. This does not affect the lawfulness of processing before withdrawal.
• Objection: object to processing for direct marketing purposes.
• Erasure: request deletion of your data where we no longer have a lawful basis for retaining it.

To exercise any of these rights, contact us at [email protected]. We will respond within 21 days. If you are dissatisfied with our response, you may refer the matter to the Department of Personal Data Protection, Malaysia.

8. Third-Party Links

Our website may contain links to external sites. We are not responsible for the privacy practices of those sites and encourage you to review their policies independently before providing personal information.

9. Children's Privacy

Our services are intended for individuals aged 18 and above. We do not knowingly collect personal data from persons under 18. If we become aware that we have collected data from a minor, it will be deleted promptly.

10. Changes to This Policy

We may update this policy from time to time. Material changes will be communicated via notice on our website. The date of the most recent revision is shown at the top of this page. Continued use of our services after any revision constitutes acceptance of the updated policy.

11. Contact

For any data protection enquiries, please contact us:

Teratai
Persiaran Perdana, 62100 Putrajaya, Malaysia
Email: [email protected]
Phone: +60 3 8889 2461