Privacy Policy

1. Introduction

Ashmeridian ("we", "us", "our") is a legal practice operating from Level 22, Menara IMC, 8 Jalan Sultan Ismail, 50250 Kuala Lumpur, Malaysia. This policy explains how we collect, use, store, and protect personal data in connection with our services and this website.

We are committed to handling personal data responsibly and in compliance with the Personal Data Protection Act 2010 (PDPA) of Malaysia. If you have questions about this policy, please contact us at [email protected].

2. Data We Collect

We collect personal data in two ways:

Information you provide directly: When you complete the contact form on our website, we collect your name, email address, and, where you choose to provide it, telephone number and a description of your matter. When you engage us for a consultation or other service, we collect additional information necessary to conduct that service, which may include your employment history, pension scheme details, and correspondence with pension administrators.

Information collected automatically: When you visit our website, we collect standard technical information including your IP address, browser type, operating system, and pages visited. This information is collected through cookies and similar technologies, as described in our Cookie Policy.

3. How We Use Your Data

We use personal data for the following purposes:

• To respond to enquiries submitted through the contact form
• To provide legal services you have engaged us for
• To manage our client relationship and matter files
• To comply with our obligations under the Legal Profession Act 1976 and related regulations
• To analyse website usage and improve our online presence (using anonymised analytics data)
• To communicate with you about your matter and any follow-up correspondence

The legal basis for processing your data is, depending on the context: your consent (for contact form submissions and cookies); performance of a contract or pre-contractual steps (for service engagements); and compliance with legal obligations (for professional conduct requirements).

4. Data Retention

We retain personal data for the following periods:

• Contact form enquiries that do not result in an engagement: 12 months
• Client matter files: 7 years from the conclusion of the matter, in accordance with professional conduct requirements
• Website analytics data: Up to 24 months in anonymised form
• Accounting and billing records: 7 years in accordance with applicable legislation

5. Data Sharing

We do not sell personal data. We may share personal data in the following limited circumstances:

• With pension administrators, counterparties, or regulatory bodies in the course of conducting your matter, with your knowledge and as required by the engagement
• With third-party service providers who assist us in operating our business (such as IT support and secure file management services), subject to data processing agreements
• Where required by law, court order, or regulatory authority
• With professional indemnity insurers, to the extent required by our professional obligations

Our third-party service providers are required to handle your data only as directed by us and in accordance with applicable data protection requirements.

6. Data Security

We maintain physical and electronic security measures appropriate to the nature of the data we hold. Client files are stored on secure servers and, where maintained in physical form, in locked storage at our Menara IMC office. Access is restricted to practitioners and staff involved in the relevant matter. In the event of a data breach affecting your personal data, we will notify you and, where required, the relevant regulatory authority, in accordance with our obligations under the PDPA.

7. Cookies

Our website uses cookies to improve your experience and to collect anonymised analytics data. For detailed information about the cookies we use and how to manage your preferences, please see our Cookie Policy.

8. Your Rights Under the PDPA

Under the Personal Data Protection Act 2010 (Malaysia), you have the following rights regarding 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 correction of inaccurate or incomplete personal data.
• Right to withdraw consent: Where processing is based on consent, you may withdraw consent at any time. This does not affect processing carried out before withdrawal.
• Right to limit processing: In certain circumstances, you may request that we limit the processing of your personal data.
• Right to complain: You have the right to lodge a complaint with the Personal Data Protection Commissioner of Malaysia.

To exercise any of these rights, please write to us at [email protected]. We will respond within the timeframes required by law.

9. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices or content of those sites. We encourage you to review the privacy policies of any external sites you visit.

10. 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 become aware that a minor has provided us with personal data, please contact us at [email protected] and we will take steps to remove that data.

11. Changes to This Policy

We may update this policy from time to time to reflect changes in our practices or applicable law. Material changes will be noted by an updated "Last Updated" date at the top of this page. Continued use of our website following a policy update constitutes acceptance of the revised policy.

12. Contact

For any questions or concerns about this policy or about your personal data, please contact:

Ashmeridian
Level 22, Menara IMC
8 Jalan Sultan Ismail
50250 Kuala Lumpur
Email: [email protected]
Telephone: +60 3 2711 9438