Privacy Policy

1. Introduction

Folio Bureau ("the Bureau", "we", "us") operates from 23 Jalan SS15/4B, 47500 Subang Jaya, Selangor, Malaysia. We provide retirement document coordination and records administration services to households. This policy explains what personal data we collect, why we collect it, how we use it and what rights you have in relation to it.

This policy applies to data collected through our website at foliobu.biz, through our contact forms, and in the course of our service engagements. By using our website or contacting us, you acknowledge that you have read this policy.

Our primary applicable data protection framework is Malaysia's Personal Data Protection Act 2010 (PDPA 2010). We handle all personal data in accordance with the seven principles of that Act.

2. Data We Collect

Information you provide directly

When you contact us through our website form, by email or by telephone, we may collect:

• Full name
• Email address
• Phone number (if you provide it)
• Your message or enquiry content
• General description of your household's document situation (if shared voluntarily)

Information collected automatically

Our website may collect basic analytics data such as pages visited, browser type and general geographic region. This is collected in aggregate and is not linked to individual identities unless you have accepted analytics cookies.

Information collected during service engagements

During an engagement, coordinators take notes on document categories and storage locations within your household. These notes are administrative in nature — they describe what type of document exists and where it is kept. We do not retain copies of the documents themselves beyond the engagement period, and we do not record document contents, account numbers or financial figures.

3. Legal Basis for Processing

Under the PDPA 2010, we process personal data on the following bases:

• Consent: You provide information voluntarily when you submit our enquiry form or contact us. By doing so, you consent to us using that information to respond to your enquiry.
• Contract: Once an engagement is agreed, we process information necessary to carry out that engagement.
• Legitimate interests: We may retain contact information after an engagement to respond to follow-up questions during any support window included in the engagement.

4. How We Use Your Data

• To respond to your enquiry and describe available services
• To arrange and conduct service engagement sessions
• To produce administrative deliverables (maps, indices, handover documents) that are given to you
• To send you the deliverable via email or post at the end of an engagement
• To respond to follow-up questions during any support window
• To maintain basic business records as required under Malaysian law

We do not use your data for marketing to third parties, do not sell personal data, and do not share personal data with any external party except where required by law or court order.

5. Data Retention

Enquiry data (name, email, message) is retained for up to 12 months from the date of last contact, after which it is deleted unless an engagement has been initiated.

Engagement records — including coordinator notes produced during the engagement — are deleted from our systems within 30 days of the engagement closing and the deliverable being handed over.

Basic billing records are retained for seven years in accordance with Malaysian accounting requirements.

6. Data Protection Measures

• Access to client data is restricted to the coordinator assigned to the engagement
• Digital files are stored on password-protected devices
• Working files on coordinator devices are deleted within 30 days of engagement completion
• No client documents are uploaded to cloud services without explicit prior consent
• Email communication is handled through standard encrypted connections

In the event of a data breach affecting your personal information, we will notify you and the relevant authority under the PDPA 2010 within the timeframes required by law.

7. Cookies

Our website uses essential cookies to function and may use analytics cookies if you have given consent. We do not use marketing or tracking cookies without your explicit agreement. For full details and to manage your preferences, please see our Cookie Policy.

8. Your Rights Under the PDPA 2010

Under Malaysia's Personal Data Protection Act 2010, you have the right to:

• Request access to your personal data held by us
• Request correction of inaccurate or incomplete data
• Withdraw consent for processing (where consent is the legal basis)
• Request that we stop processing your data for direct marketing purposes
• Lodge a complaint with the Department of Personal Data Protection Malaysia (JPDP)

To exercise any of these rights, contact us at [email protected]. We will respond within 21 days. In some cases, we may need to verify your identity before fulfilling a request.

9. Third-Party Links

Our website may contain links to external websites (for example, publicly published resources). We are not responsible for the privacy practices of those sites. We encourage you to review the privacy policies of any third-party site you visit.

10. Children's Privacy

Our services are intended for adults aged 18 and over. We do not knowingly collect personal data from persons under 18. If you believe we have inadvertently received data from a minor, please contact us and we will delete it promptly.

11. Changes to This Policy

We may update this policy from time to time. When we do, we will update the "Last Updated" date at the top of this page. Continued use of our website after an update constitutes acceptance of the revised policy. For material changes, we will attempt to notify existing clients directly by email.

12. Contact for Data Enquiries

Data Controller: Folio Bureau Sdn Bhd

23 Jalan SS15/4B, 47500 Subang Jaya, Selangor, Malaysia

Email: [email protected]

Phone: +60 3-5638 2749

For data-related complaints, you may also contact the Department of Personal Data Protection Malaysia (JPDP) at pdp.gov.my.