Legal
Privacy Policy
Last Updated: 15 July 2025
Anuvia ("we", "us", "our") is a records administration service based at 28 Jalan Merdeka, 75300 Melaka, Malaysia. This policy explains how we collect, use, store, and protect personal data provided to us in connection with our services and this website. It applies to all clients, website visitors, and individuals whose information is shared with us in the course of an engagement.
This policy is issued in compliance with the Personal Data Protection Act 2010 (PDPA) of Malaysia. For questions, contact us at [email protected].
1. Data We Collect
Information you provide directly
- Name, email address, and phone number submitted via our contact form
- Information shared with us during a records review engagement, including personal identification details and document descriptions
- Application form details provided for use in the Reissuing Coordination service
- Questions or correspondence submitted by email or telephone
Information collected automatically
- Browser type, approximate geographic location (country/state level), pages visited, and session duration — collected via analytics cookies where you have consented
- IP address and referrer URL for security and site operation purposes
Information about third parties
Where you provide information about a family member or other person in connection with an engagement (for example, details of an elderly parent whose documents we are assisting with), you confirm that you are authorised to share that information with us and that the person is aware their information will be handled according to this policy.
2. How We Use Your Data
- To respond to enquiries and to deliver the service you have engaged us for
- To prepare application forms, attend offices, and coordinate document requests on your behalf
- To send progress updates and written reports as part of service delivery
- To maintain records of our engagements for administrative and accountability purposes
- To improve the functioning of this website, where analytics consent has been given
- To comply with our legal obligations under Malaysian law
We do not use your personal data for marketing without your consent. We do not sell, rent, or otherwise transfer your data to third parties for commercial purposes.
3. Legal Basis for Processing
Under the PDPA 2010, we process your data on the following bases:
- Contract performance — processing necessary to deliver the service you have engaged us for
- Consent — for optional analytics cookies and any marketing communications you have opted into
- Legitimate interests — for site security, administrative records, and responding to your enquiries
- Legal obligation — where required by Malaysian law or a competent authority
4. Data Retention
We retain client engagement records, including written reports and correspondence, for seven years from the close of the engagement. This is consistent with standard Malaysian record-keeping expectations for service businesses. Contact form submissions that do not proceed to an engagement are retained for no more than twelve months. Website analytics data is retained in aggregated, anonymised form only after eighteen months.
5. Data Protection Measures
- Physical documents reviewed during on-site engagements are not retained by us; originals are returned at the close of each session
- Digital records are stored on password-protected systems accessible only to authorised team members
- Email correspondence containing sensitive information is handled with reasonable care; we recommend clients avoid sending sensitive documents as email attachments without encryption
- We conduct a periodic review of our data handling practices to identify and address any risks
- In the event of a data breach that may affect your rights, we will notify you and the relevant authority as required under applicable law
6. Cookies
We use cookies on this website. Essential cookies are necessary for the site to operate. Optional analytics cookies are used only with your consent. For full information, see our Cookie Policy.
7. Your Rights
Under the PDPA 2010 and reasonable administrative practice, you have the right to:
- Request access to personal data we hold about you
- Request correction of inaccurate data
- Request erasure of data we are not required to retain
- Withdraw consent for processing activities based on consent (such as analytics cookies)
- Object to processing where our legal basis is legitimate interests
- Lodge a complaint with the Department of Personal Data Protection Malaysia if you believe we have mishandled your data
To exercise any of these rights, contact us at [email protected] or by post to the address above. We will respond within 21 days.
8. Third-Party Services
This website uses Google Analytics (where consent is given) and is hosted by a third-party hosting provider. These services may process limited technical data about your visit. We do not control their privacy practices and recommend reviewing their respective privacy policies if you wish to understand how they handle data.
Links on this site may lead to third-party websites. We are not responsible for their privacy practices.
9. Children
Our services are directed at adults (18 years and over). We do not knowingly collect personal data from individuals under the age of 18. If you believe a minor has submitted data to us, please contact us and we will remove it promptly.
10. Policy Changes
We may update this policy from time to time. The date at the top of this page reflects the most recent revision. Material changes will be noted on this page. Continued use of our services after a policy change constitutes acceptance of the updated terms.
11. Contact for Data Enquiries
For all privacy-related questions or requests:
- Email: [email protected]
- Post: Anuvia, 28 Jalan Merdeka, 75300 Melaka, Malaysia
- Phone: +60 6 283 5417