Last updated: 10 July 2025

Privacy Policy

Hearthline ("we", "us", "our") is committed to handling personal data with care and in accordance with Malaysia's Personal Data Protection Act 2010 (PDPA). This policy describes what personal data we collect, how we use it, how we protect it and what rights you have. By using our website or services, you agree to the practices described here.

1. Who we are

Hearthline is a family records and documentation support service based at 34 Jalan Kristal 7/68, Seksyen 7, 40000 Shah Alam, Selangor, Malaysia. We are the data controller for personal data collected through this website and in the course of providing our services. For data-related enquiries, contact us at [email protected].

2. Personal data we collect

We collect personal data in the following situations:

Through the contact form on this website

Full name (required)
Email address (required)
Phone number (optional)
Message content (optional)

During service delivery

Names and contact details of household members, as needed for the Records Organisation Session, Schedule Coordination or Archive Programme
Names of relatives to be given access to a family archive (Archive Programme only)
Scheduling and logistical information related to household arrangements (Schedule Coordination only)

Automatically through this website

Cookie data (see Section 5 and our Cookie Policy)
Standard server log data (IP address, browser type, pages visited, timestamps) — used for website security and basic analytics

Legal basis for processing: Contract performance (when data is needed to deliver a service you have requested); legitimate interests (website security and improvement); consent (for optional cookies and marketing communications).

3. How we use your personal data

To respond to enquiries submitted through the contact form
To agree, schedule and deliver the service you have requested
To send reminder notices and monthly summaries where you have engaged the Schedule Coordination service
To set up and maintain archive access for named relatives where you have engaged the Archive Programme
To comply with legal obligations under Malaysian law
To improve and maintain this website (analytics data only, in aggregate)

We do not sell personal data to third parties. We do not use personal data for automated decision-making. We do not send unsolicited marketing communications — any follow-up communications are related to services you have requested.

4. Data retention

Enquiry data (contact form submissions not leading to a service): deleted after 12 months
Service records (data relating to completed engagements): retained for 7 years from the date of service completion, in line with standard Malaysian business record-keeping requirements, then securely deleted
Archive access credentials (Archive Programme): retained for the duration of the arrangement and deleted on instruction from the principal contact or after 12 months of inactivity
Website analytics: aggregated and anonymised; not retained in identifiable form

5. Cookies

This website uses cookies to maintain basic website function and, with your consent, to understand how the site is used. Essential cookies are necessary for the site to operate. Optional cookies (analytics, preferences) are only placed if you accept them via the cookie banner. See our Cookie Policy for full details and controls.

6. Data protection measures

Enquiry and service data is stored on secure servers with access restricted to Hearthline staff involved in delivering the relevant service
Digital archives (Archive Programme) are stored with encryption at rest and in transit
Physical documents handled during sessions are not removed from the household
Archive access credentials are issued only to named individuals approved by the family
In the event of a data breach that affects your personal data, we will notify you within 72 hours of becoming aware of it

7. Your rights under the PDPA

Under Malaysia's Personal Data Protection Act 2010, you have the following rights regarding personal data we hold about you:

Right to access: Request a copy of the personal data we hold about you
Right to correction: Ask us to correct inaccurate or incomplete data
Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time (this does not affect the lawfulness of processing before withdrawal)
Right to limit processing: Ask us to stop using your data for certain purposes
Right to complain: Lodge a complaint with the Department of Personal Data Protection Malaysia (JPDP) at www.pdp.gov.my

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

8. Third-party links

This website may contain links to third-party websites, including Google Maps. We are not responsible for the privacy practices of those sites and encourage you to read their privacy policies before providing any personal data to them.

9. Children's privacy

Our services are directed at adults (persons aged 18 or over). We do not knowingly collect personal data directly from children. Where family records relating to children are handled as part of a service engagement, this is done under the instruction and authority of the adult family member who has contracted with us.

10. Changes to this policy

We may update this policy from time to time. When we do, the "Last updated" date at the top of this page will be changed. If we make a material change that affects how we use your personal data, we will notify you by email if we hold your address, or by a prominent notice on this website.

11. Contact

For privacy-related questions, to exercise your rights, or to make a complaint:

Hearthline
34 Jalan Kristal 7/68, Seksyen 7, 40000 Shah Alam, Selangor, Malaysia
Email: [email protected]
Phone: +60 3 5519 8267