Legal Documentation
Privacy Policy
Last Updated: 14 March 2026 · Effective Date: 14 March 2026
Rectiven is committed to handling your personal information with care, transparency, and respect. This policy explains what we collect, why we collect it, and how we safeguard it — in plain language, without the usual legalese where possible.
1 Who We Are
Rectiven is a legal practice based in George Town, Penang, Malaysia. We act as the data controller in respect of personal data you provide to us directly or through our website. Our registered address is 78 Jalan Dhoby, 10200 George Town, Penang, Malaysia.
This Privacy Policy governs the collection and use of personal data in connection with our website and our services, which include Heritage Property Law, Wills and Probate, and Technology Licensing. It applies to all visitors, enquirers, and clients.
Applicable Law: This policy is prepared in accordance with the Personal Data Protection Act 2010 (PDPA) of Malaysia. Where our engagements involve clients in other jurisdictions, we also have regard to applicable international data protection standards, including the General Data Protection Regulation (GDPR) where it may apply.
2 Data We Collect
We collect personal data only when you provide it to us, or when it arises naturally from the professional services we provide. The categories we may handle include:
Identification Data
- Full name and preferred name
- National Registration IC or passport number
- Date of birth (where relevant to legal matters)
- Relationship information for estate matters
Contact Data
- Email address
- Phone number
- Postal and correspondence address
Matter-Related Data
- Property title and heritage status details
- Testamentary instructions and beneficiary details
- Technology licensing specifics and IP details
- Correspondence regarding legal matters
Website Usage Data
- Pages visited and time spent
- Browser type and device information
- Referral source (how you found us)
- Cookie preferences
We do not collect sensitive personal data (such as health, financial account numbers, or religious beliefs) unless it is directly relevant to a legal matter you have engaged us on, and only with your explicit understanding.
3 How We Use Your Data
We use the personal information you provide for the following purposes:
- To respond to enquiries submitted through our contact form or by telephone
- To establish and maintain a professional relationship with you as a client
- To perform legal services on your behalf, including preparing documents and correspondence
- To comply with our professional obligations under Malaysian Bar Council rules
- To fulfil anti-money laundering and Know Your Client (KYC) requirements under applicable Malaysian law
- To send service-related communications (updates on your matter, appointments, billing)
- To improve our website experience using anonymised analytics data
- To maintain appropriate records as required by legal or regulatory obligations
We do not use your personal data for unsolicited marketing. If we send any updates about our services that are not directly related to an active matter, we will provide you the option to opt out.
4 Legal Basis for Processing
Under the PDPA 2010 and, where applicable, the GDPR, we process personal data on the following grounds:
5 Data Sharing
We do not sell, rent, or trade your personal information. We share data only where professionally necessary or legally required:
- With courts, land registries, probate divisions, or regulatory bodies in the course of your legal matter
- With barristers, expert witnesses, or other legal counsel appointed with your knowledge
- With our third-party service providers (document storage, email delivery) under contractual data protection obligations
- With law enforcement or regulatory authorities when legally compelled to do so
- With analytics providers (Google Analytics) using anonymised or pseudonymised data only
Where data is shared with third parties outside Malaysia, we take steps to ensure appropriate safeguards are in place in accordance with the PDPA 2010 data transfer provisions.
6 Data Retention
We retain personal data for as long as is necessary for the purpose it was collected, subject to professional and legal obligations:
| Data Category | Retention Period |
|---|---|
| Client matter files and correspondence | 7 years from matter closure (Bar Council guidelines) |
| Will originals (where held) | Indefinite, until extracted by executor or court |
| KYC and identity verification documents | 5 years from last transaction (AMLA 2001) |
| Contact form submissions (enquiries only) | 12 months if no engagement follows |
| Website analytics data | 26 months (anonymised) |
7 Security Measures
We maintain reasonable technical and organisational safeguards appropriate to the nature of the data we handle:
- Encrypted email communications for client correspondence
- Secure document storage with access controls limited to matter-handling staff
- Password-protected physical file cabinets for paper records
- Regular review of access rights and document archiving procedures
- Staff awareness of professional confidentiality and data handling obligations
- HTTPS encryption for all website data in transit
In the unlikely event of a data breach that could cause harm to you, we will notify you and, where required, the relevant supervisory authority, without undue delay and in accordance with our obligations under Malaysian law.
8 Cookies
Our website uses cookies to operate correctly and to understand how visitors interact with our pages. We obtain your consent before placing any optional cookies. Essential cookies are required for basic site functionality and are always active.
For a full explanation of the cookies we use and how to manage your preferences, please review our Cookie Policy.
9 Your Rights
Under the PDPA 2010 and, where applicable, the GDPR, you have the following rights in relation to your personal data:
To exercise any of these rights, please contact us at [email protected]. We will respond within 30 days. In some cases, professional confidentiality or statutory obligations may limit our ability to comply fully, and we will explain the reason if so.
If you believe your data protection rights have not been respected, you may lodge a complaint with the Department of Personal Data Protection (JPDP) Malaysia at www.pdp.gov.my.
10 Third-Party Links
Our website may occasionally include links to external websites or resources. Rectiven is not responsible for the privacy practices of those sites, and we encourage you to review their respective privacy notices before sharing any personal information with them.
11 Children's Privacy
Our services are intended for adults aged 18 and above. We do not knowingly collect personal data from individuals under the age of 18 without the involvement of a parent or guardian. If you believe we have inadvertently collected such information, please contact us at [email protected] and we will arrange for it to be removed.
12 Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we do, we will revise the "Last Updated" date at the top of this page. For significant changes, we will make reasonable efforts to notify active clients directly. Continued use of our website after any changes constitutes acceptance of the updated policy.
13 Contact Us
For any questions, requests, or concerns relating to this Privacy Policy or the handling of your personal data, please reach out to us through any of the following:
We aim to respond to all data-related correspondence within 30 days of receipt.