Legal
Privacy Policy
Last Updated: 20 July 2025 · Effective Date: 20 July 2025
Hearthlane ("we", "us", "our") is committed to handling personal data with care. This Privacy Policy explains what data we collect, how we use it and what rights you hold as a data subject under Malaysia's Personal Data Protection Act 2010 (PDPA). It applies to all personal data collected through our website at hearthla.biz and through our administrative service arrangements.
1. Data Controller
The data controller responsible for your personal data is:
Hearthlane
Jalan Maarof 118, 59100 Bangsar, Kuala Lumpur, Malaysia
Email: [email protected]
Phone: +60 3 2287 4916
2. Data We Collect
We collect the following categories of personal data:
- Contact information: Name, email address, phone number and mailing address — provided when you fill in our contact form or contact us directly.
- Household document information: Details about the documents your family holds, as discussed during an arrangement. This may include names and dates of birth of family members, document types and issuing authorities.
- Correspondence: Emails, written notes and meeting records arising from an arrangement.
- Website usage data: IP address, browser type, pages visited and time on page — collected automatically via cookies. See our Cookie Policy for details.
3. Legal Basis for Processing
- Contract performance: Processing necessary to deliver the arrangement you have engaged us for.
- Consent: For marketing communications and optional cookies, where you have given consent.
- Legitimate interests: For website analytics and improving our administrative processes, where these interests do not override your rights.
- Legal obligation: Where processing is required to comply with applicable Malaysian law.
4. How We Use Your Data
- To deliver the document orientation, records assembly or household coordination arrangement you have requested.
- To communicate with you about your arrangement and respond to enquiries.
- To coordinate with third parties (such as registered translators) on your behalf, only as instructed.
- To maintain accurate records of the work carried out during your arrangement.
- To analyse website usage and improve our service (analytics cookies, only with consent).
- To comply with legal obligations under Malaysian law.
5. Data Sharing
We do not sell, rent or trade your personal data. We share data only in the following circumstances:
- Registered translators: Where your arrangement includes translation coordination, relevant document details are shared with the translator you approve. The translator operates under their own professional obligations.
- Analytics providers: Aggregated, anonymised website usage data may be processed by analytics tools. No personally identifiable data is shared for advertising purposes.
- Legal requirements: Where disclosure is required by Malaysian law or a competent authority.
We do not share your data with professional firms (lawyers, accountants, registered agents) unless you explicitly instruct us to prepare and deliver briefing material to a specific firm you have already engaged.
6. Data Retention
Personal data collected during an arrangement is retained for seven years following the close of the arrangement, in line with standard Malaysian administrative practice. Website contact form submissions are retained for two years. After the applicable retention period, data is securely deleted.
7. Security
We apply the following measures to protect personal data:
- Access to client records limited to the staff member assigned to the arrangement.
- Digital files stored in password-protected systems agreed with the client.
- Physical documents handled only in our office or at locations agreed with the client; originals returned the same day.
- Secure deletion of digital copies at arrangement close.
In the event of a data breach that poses a risk to data subjects, we will notify affected individuals and the relevant authority in accordance with our obligations under the PDPA.
8. Cookies
Our website uses cookies to ensure basic functionality and to understand how visitors use the site. You can manage your cookie preferences at any time via our Cookie Policy page. Essential cookies cannot be disabled without affecting core site functions.
9. Your Rights Under the PDPA
Under Malaysia's Personal Data Protection Act 2010, you have the following rights:
- Right of access: To request a copy of the personal data we hold about you.
- Right of correction: To request correction of inaccurate or incomplete data.
- Right to withdraw consent: To withdraw consent for processing based on consent, without affecting the lawfulness of prior processing.
- Right to prevent processing for direct marketing: To request that we do not use your data for marketing purposes.
- Right to complain: To lodge a complaint with the Personal Data Protection Commissioner of Malaysia if you believe your rights have been infringed.
To exercise any of these rights, contact us at [email protected]. We will respond within 21 days.
10. Third-Party Links
Our website may contain links to external websites. We are not responsible for the privacy practices of those sites. We recommend reviewing the privacy policy of any external site you visit.
11. Children
Our services are directed at adults aged 18 and over. We do not knowingly collect personal data from individuals under 18 without parental or guardian consent. Where a household arrangement involves documents relating to minors, these are processed as part of the household file at the direction of the adult who engaged our services.
12. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date above. Continued use of our website or services after any change constitutes acceptance of the revised policy. We will notify existing clients of material changes by email.
13. Contact
For privacy-related enquiries or to exercise your rights:
Hearthlane
Jalan Maarof 118, 59100 Bangsar, Kuala Lumpur
Email: [email protected]
Phone: +60 3 2287 4916