Privacy and Data Protection

Definitions

The following definitions explain terminology used in this policy to ensure clarity about how we treat different categories of data and processing activities.

Personal data means any information relating to an identified or identifiable natural person, such as name, contact details, identity numbers, property ownership details and business information provided in connection with our services.

Processing refers to any operation performed on personal data, including collection, recording, organization, storage, retrieval, consultation, use, disclosure, archiving and deletion.

User means an individual who accesses EstavaNKey services or provides personal data to EstavaNKey in the course of seeking legal, advisory or conveyancing services.

Service refers to legal advisory, contract review, conveyancing coordination and related professional services offered by EstavaNKey through EstavaNKey.info or by direct engagement.

Cookies are small data files placed on a device used to store information about site usage and preferences to improve user experience and analytics.

How We Use Personal Data

Personal data is used only for legitimate, disclosed purposes necessary to deliver services, meet legal obligations, and maintain communication with clients and stakeholders.

• To provide legal and conveyancing services, including contract drafting, review and title registration support.
• To verify identity and perform compliance checks required by law or professional standards.
• To communicate with clients about cases, requests for information, and administrative matters.
• To process payments, refunds and manage business aspects of transactions.
• To detect and prevent fraud, abuse and other security incidents.
• To maintain records for dispute resolution and potential legal proceedings when necessary.
• To perform analytics and improve service delivery and user experience on EstavaNKey.info.
• To send service-related notices and, where consent is provided, marketing communications.

Legal Basis for Processing

Processing is based on lawful grounds relevant to the context of the activity, including contractual necessity and compliance with legal obligations.

• Performance of a contract: to provide the legal services you request and to perform pre-contractual steps.
• Legal obligation: to comply with statutory duties, regulatory reporting and tax obligations.
• Consent: where we rely on explicit consent for marketing communications or optional services.
• Legitimate interests: for fraud prevention, internal administration and improving our services, balanced against individual rights.

Rights Under Data Protection Laws

Depending on applicable law, individuals may have rights to access, correct or restrict processing of their personal data. EstavaNKey provides mechanisms to exercise those rights within legal limits.

• Right of access: request a copy of personal data we hold about you.
• Right to rectification: request correction of inaccurate or incomplete data.
• Right to erasure: request deletion of data where processing is no longer necessary and no legal obligation prevents deletion.
• Right to restrict processing: request limitation of processing in certain circumstances.
• Right to data portability: where applicable, request transfer of data in a structured, commonly used format.
• Right to object: object to processing based on legitimate interests or direct marketing where applicable.

Cookies and Tracking

EstavaNKey.info uses cookies and similar technologies to provide functionality, security and analytics. You can manage cookie preferences via your browser and the site controls where provided.

We use session cookies for core functionality, persistent cookies for preferences, and third-party cookies for analytics and advertising where applicable.

Categories include strictly necessary cookies, performance and analytics cookies, and functionality cookies. Marketing cookies are used only with consent.

You can disable or delete cookies through your browser settings. Note that some site features may not function if certain cookies are blocked.

Detailed cookie settings are available on our cookie preference panel at EstavaNKey.info.

Sharing and Disclosure

We share personal data only to the extent necessary to provide services, satisfy legal obligations, and operate the business, and we take steps to limit access to authorized parties.

• Service providers engaged to perform operational tasks such as hosting, analytics and payment processing.
• Banks, escrow agents and business institutions involved in settlements and transfers.
• Government agencies and land registries when required for lawful registration and compliance.
• Professional advisors and partner firms engaged for specific matters with appropriate confidentiality arrangements.
• Third parties in connection with legal proceedings or regulatory requests where disclosure is required by law.
• Potential buyers or counter-parties in a transaction when you have engaged us to facilitate a property sale or transfer.

International Transfers

Personal data may be transferred to jurisdictions outside Malaysia when necessary for service delivery or where third-party providers operate internationally. Transfers are conducted only with appropriate safeguards.

Where transfers occur, EstavaNKey uses contractual protections, limited data sets, and provider assessments to maintain a comparable standard of protection and to meet legal requirements for cross-border processing.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes set out in this policy, to comply with legal obligations, resolve disputes and enforce agreements.

Account, client matter and case records are retained for a standard period of seven years after matter closure to meet professional and tax documentation requirements, unless a different retention period is required by law.

Transactional communications and messages relevant to an engagement are retained for a minimum of three years following finalisation of the matter, subject to longer retention where required for ongoing obligations.

System logs, access records and security logs are retained for operational and security analysis for up to two years, unless longer retention is necessary for contribute or legal purposes.

When retention periods expire or data is no longer required, EstavaNKey deletes or anonymizes personal data in a manner appropriate to the sensitivity of the information and the storage medium.

Data security and confidentiality

At EstavaNKey we handle personal and property-related information with legal care. Our systems and procedures are designed to protect client data used to support real estate contract review, title checks and ownership transfers in Malaysia. Access to case files is limited to authorized legal professionals and support staff who require the information to perform services. We retain records only as required for legal compliance, professional standards and to fulfill client instructions.

• Encrypted transmission: all client interactions and form submissions on EstavaNKey.info use Transport Layer Security (TLS) to protect data in transit.
• Access controls and role-based permissions restrict file access to assigned lawyers and case personnel; multi-factor authentication is enforced for administrative accounts.
• Regular secure backups, encrypted storage of sensitive documents and periodic vulnerability assessments to reduce risk and maintain continuity of legal support services.

Your privacy rights

Under applicable Malaysian data protection principles we recognize and facilitate a range of rights for individuals whose data we process in the context of real estate contract and ownership support. Requests are handled with professional confidentiality and documented in line with our record-keeping obligations.

• Right of access — you may request a copy of personal information we hold about you.
• Right to rectification — you may ask us to correct inaccurate or incomplete personal information.
• Right to deletion — to the extent permitted by law and professional obligations, you may request removal of personal data we no longer need.
• Right to restriction of processing — you may request that processing be limited while a dispute about accuracy or lawfulness is resolved.
• Right to portability — where applicable, we can provide your data in a structured, commonly used electronic format for transfer.
• Right to object — you may object to certain processing activities based on legitimate interests, except where retention is required for legal or regulatory reasons.
• Right to withdraw consent — where we rely on consent for processing, you may withdraw it without affecting processing carried out prior to withdrawal.
• Right to lodge a complaint — if you consider our processing to be unlawful or incomplete you may raise a complaint with us or the relevant supervisory authority.

How to exercise your rights

To submit a rights request, contact our Data Protection Officer or use the secure client portal on EstavaNKey.info. Provide sufficient details to identify yourself and specify the right you wish to exercise. We may ask for additional information to verify identity before responding.

contact@estavankey.info

We aim to acknowledge requests within 7 working days and provide a substantive response within 30 calendar days unless an extension is required by law or complexity of the request.