Privacy Policy

1. Introduction

Legacy Loom ("we", "us", "our") is a family archive education and consulting practice registered in Malaysia and operating from Unit 12-2, Menara Seri Anggerik, Jalan Raja Laut, 50350 Kuala Lumpur. We take the handling of personal data seriously and are committed to protecting the privacy of individuals who enquire about or participate in our offerings.

This policy explains what personal data we collect, why we collect it, how we use it, who we share it with, and what rights you have in relation to it. It applies to data collected through this website, through our contact form, and through the conduct of our workshops, programmes and consulting engagements.

This policy is governed by the Personal Data Protection Act 2010 (Malaysia) ("PDPA"). If you have questions about this policy, write to us at [email protected].

2. Data We Collect

2.1 Data you provide directly

When you use the contact form on this website or write to us by email, we collect the information you supply: your name, email address, telephone number (if you choose to include it), and the content of your message. When you register for a workshop or programme, we collect your name, email address, telephone number and, where relevant, the name and address of your organisation.

2.2 Data collected automatically

When you visit this website, we may collect standard technical data including your IP address, browser type, pages visited and the time and date of your visit. We use cookies to support basic website functionality. See our Cookie Policy for details.

2.3 Legal basis for processing

• Consent, where you have submitted a form or accepted cookies
• Contract performance, where data is necessary to deliver a workshop or programme you have registered for
• Legitimate interest, where we process data to maintain records of our engagements and to respond to enquiries
• Legal obligation, where applicable under Malaysian law

2.4 Retention

Enquiry data is retained for twelve months from the date of receipt. Programme and workshop participant data is retained for three years from the date of the session. Institutional engagement records are retained for seven years. Data is deleted when the retention period expires unless a longer period is required by law.

3. How We Use Your Data

We use personal data for the following purposes:

• To respond to enquiries and to provide information about our offerings
• To administer workshop and programme registrations and to send relevant communications about sessions
• To maintain records of consulting engagements
• To improve the quality and content of our website and educational materials
• To comply with our legal obligations under Malaysian law

We do not use your data for automated decision-making, profiling, or targeted advertising.

If you have provided your email address, we may from time to time send you information about upcoming workshops or programme dates. You may withdraw from these communications at any time by writing to [email protected].

4. Sharing and Disclosure

We do not sell, rent or trade personal data. We share data only in the following circumstances:

• Service providers: We use a small number of third-party services to operate our website and manage our communications. These providers process data on our behalf and are bound by confidentiality obligations.
• Legal requirement: We will disclose data when required to do so by Malaysian law or by a competent authority.
• Professional referrals: We do not share your personal data with the qualified professionals named in our referral sheet. The referral sheet is a direction, not an introduction.

Information shared in workshop or programme sessions — family names, the contents of documents, the circumstances of objects — is used only for the work at hand and is not shared with other participants or with third parties.

5. Data Protection Measures

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

• Encrypted transmission for data submitted through this website
• Access controls limiting who within our team can view personal data
• Secure storage of physical records held at our premises
• Regular review of our data handling practices

In the event of a data breach that is likely to affect your rights, we will notify you as required under the PDPA.

6. Cookies

This website uses cookies for basic functionality (session management) and, where you have consented, for analytics. You can manage your cookie preferences through the cookie banner when you first visit the site, or at any time through our Cookie Policy page.

7. Your Rights

Under the Personal Data Protection Act 2010 (Malaysia), you have the following rights in relation to your personal data:

• Right of access: You may request a copy of the personal data we hold about you.
• Right of correction: You may request that inaccurate or incomplete data be corrected.
• Right to withdraw consent: Where processing is based on consent, you may withdraw that consent at any time.
• Right to limit processing: You may request that we limit how we use your data in certain circumstances.
• Right to complain: You may lodge a complaint with the Department of Personal Data Protection (JPDP), Malaysia, if you believe your rights have not been respected.

To exercise any of these rights, write to [email protected]. We will respond within 21 days.

8. Third-Party Links

This website may contain links to external sites. We are not responsible for the privacy practices of those sites and recommend you read their policies before providing any personal data.

9. Children's Privacy

Our services are directed at adults aged 18 and above. We do not knowingly collect personal data from persons under 18. If you believe a minor has submitted personal data through this website, please contact us and we will delete it promptly.

10. Updates to This Policy

We may update this policy from time to time. When we do, we will revise the Last Updated date at the top of this page. If changes are material, we will take reasonable steps to notify you. Continued use of this website after an update constitutes acceptance of the revised policy.

11. Contact

Legacy Loom is the data controller for the purposes of this policy.

Address: Unit 12-2, Menara Seri Anggerik, Jalan Raja Laut, 50350 Kuala Lumpur, Malaysia

Telephone: +60 3 4032 8716

Email: [email protected]