Privacy Policy

Introduction

Mindforge is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your information when you interact with our services or website.

We operate in compliance with the Personal Data Protection Act 2010 (PDPA) of Malaysia and other applicable data protection regulations. If you have any questions about this policy, please contact us at [email protected].

Data Collection Information

What Personal Data We Collect

We collect personal data that you voluntarily provide when you:

• Submit inquiries through our contact forms (name, email address, phone number, message content)
• Engage our services (business information, project requirements, technical specifications)
• Visit our website (IP address, browser type, pages visited, time spent on pages)
• Subscribe to our communications (email address, communication preferences)

How We Collect Data

Personal data is collected through:

• Contact forms and inquiry submissions on our website
• Email communications with our team
• Cookies and similar tracking technologies (see our Cookie Policy for details)
• Service engagement and project documentation
• Analytics tools that track website usage patterns

Legal Basis for Processing

We process your personal data based on:

• Consent: When you provide information through forms or subscribe to communications
• Contract Performance: When processing data is necessary for service delivery
• Legitimate Interests: For business operations, improving services, and communicating about relevant offerings
• Legal Obligations: When required to comply with Malaysian laws and regulations

Data Retention Periods

We retain personal data for:

• Inquiry data: 2 years from last contact unless services are engaged
• Client project data: 5 years following project completion for reference and compliance
• Marketing communications: Until you unsubscribe or withdraw consent
• Website analytics: 24 months in aggregated form

Data Usage Explanation

How We Use Your Personal Data

Your personal data is used for:

• Responding to your inquiries and service requests
• Providing and delivering our AI integration services
• Communicating about projects, proposals, and service updates
• Improving our services based on feedback and usage patterns
• Sending relevant information about our services (only with your consent)
• Complying with legal and regulatory requirements
• Maintaining security and preventing fraud

Data Sharing with Third Parties

We may share your data with:

• Service Providers: Cloud hosting providers, email services, and analytics platforms under strict confidentiality agreements
• Professional Advisors: Legal, accounting, or consulting professionals when necessary
• Regulatory Authorities: When required by law or to protect legal rights

We do not sell, rent, or trade your personal data to third parties for marketing purposes.

Marketing Communications

We may send you information about our services if you have:

• Explicitly consented to receive marketing communications
• Engaged our services and have a legitimate interest in updates

You can opt out of marketing communications at any time by clicking the unsubscribe link in emails or contacting us directly.

Data Protection Measures

Security Measures

We implement appropriate technical and organizational measures to protect your personal data:

• Encryption of data in transit and at rest
• Secure server infrastructure with regular security updates
• Access controls limiting data access to authorized personnel only
• Regular security assessments and monitoring
• Employee training on data protection and confidentiality

Data Breach Procedures

In the event of a data breach that poses a risk to your rights and freedoms, we will:

• Notify affected individuals within 72 hours of becoming aware of the breach
• Report the breach to the Personal Data Protection Commissioner of Malaysia as required
• Take immediate steps to contain and remedy the breach
• Provide clear information about the breach and protective measures you can take

Cookie Information

We use cookies and similar tracking technologies to enhance your experience on our website. Cookies help us:

• Remember your preferences and settings
• Understand how you use our website
• Improve website performance and functionality
• Provide relevant content and services

For detailed information about the cookies we use and how to manage them, please see our Cookie Policy.

Your Rights

Under Malaysian data protection law, you have the following rights:

Right to Access

You can request information about what personal data we hold about you and how it is processed.

Right to Correction

You can request correction of inaccurate or incomplete personal data we hold about you.

Right to Data Portability

You can request a copy of your personal data in a structured, commonly used format.

Right to Withdraw Consent

Where processing is based on consent, you can withdraw that consent at any time.

Right to Limit Processing

You can request that we limit how we use your personal data in certain circumstances.

How to Exercise Your Rights

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 30 days.

If you are not satisfied with how we handle your request, you have the right to lodge a complaint with the Personal Data Protection Commissioner of Malaysia.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal data from children. If we become aware that we have collected data from a child without parental consent, we will take steps to delete that information.

Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make changes, we will:

• Update the "Last Updated" date at the top of this policy
• Notify you of significant changes via email if you have provided us with your email address
• Post a notice on our website homepage for 30 days following the update

Your continued use of our services after changes take effect constitutes acceptance of the updated policy.

Contact Information

If you have any questions about this Privacy Policy or our data protection practices, please contact: