Legal Document
Privacy Policy
This policy explains how Northwyn collects, uses, and safeguards your personal data in accordance with the Personal Data Protection Act 2010 (Malaysia).
1. Introduction
Northwyn ("we", "us", or "our") is a technology and cyber law practice based in Cyberjaya, Malaysia. We are committed to handling your personal data responsibly and transparently, in accordance with the Personal Data Protection Act 2010 (PDPA) and any applicable Malaysian data protection regulations.
This Privacy Policy describes how we collect and handle information when you visit our website, engage our services, or correspond with us. By interacting with our website or enquiring about our services, you acknowledge the practices described in this policy.
Our registered address is: 14 Jalan Teknologi, Cyberjaya, 63000 Selangor, Malaysia. For privacy-related matters, please write to privacy@northwyn.
2. Personal Data We Collect
We collect personal data only when there is a clear purpose and a lawful basis for doing so. The categories of data we may collect include:
Information You Provide Directly
- Full name and contact details (email address, telephone number)
- Business name and designation (when enquiring on behalf of an organisation)
- Content of messages submitted through our contact form
- Correspondence exchanged during the course of an engagement
Information Collected Automatically
- IP address and browser type
- Pages visited and time spent on the website
- Referring URLs and device type
- Cookie identifiers (see Section 6 for details)
Legal Basis for Processing
Under the PDPA 2010, we process your personal data on the basis of your consent (where you submit information voluntarily), the necessity of performing a contract or pre-contractual steps at your request, our legitimate interests in operating a legal practice and responding to enquiries, and compliance with legal obligations where applicable.
3. How We Use Your Data
We use the personal data we collect for purposes that are directly relevant to the services we offer and the operation of our website. These include:
- Responding to your enquiries and providing the legal advisory services you have requested
- Managing the client relationship and maintaining accurate records of engagements
- Sending administrative communications such as meeting confirmations or document requests
- Improving the functionality and content of our website based on aggregate usage data
- Complying with our professional obligations under Malaysian law and legal regulatory requirements
- Analysing website traffic patterns in anonymised or aggregated form to understand how our site is used
We do not use your personal data for automated decision-making or profiling that produces legal or similarly significant effects.
4. Data Sharing
Northwyn does not sell, rent, or trade your personal data. We may share data only in the following limited circumstances:
- Service providers: Third-party vendors who assist in operating our website (hosting, analytics, email delivery) under data processing agreements that bind them to appropriate data handling standards.
- Professional advisors: In the context of an engagement, we may share information with co-counsel, barristers, or external experts where you have authorised us to do so.
- Regulatory authorities: Where required by law, court order, or our professional obligations, we may disclose data to relevant Malaysian authorities including the Personal Data Protection Department (JPDP).
- Business transfers: If Northwyn undergoes a merger, acquisition, or restructuring, personal data may be transferred as part of that transaction, subject to equivalent privacy protections.
5. Security Measures
We take reasonable technical and organisational steps to protect the personal data we hold from unauthorised access, loss, or misuse. Our security approach includes:
Encrypted Transmission
All data transmitted through our website is protected by TLS/HTTPS encryption.
Access Controls
Internal access to personal data is restricted to authorised personnel with a legitimate need.
Secure Storage
Client files and correspondence are stored on access-controlled, password-protected systems.
Incident Response
We maintain an internal procedure for assessing and responding to data security incidents in a timely manner.
While we take these measures seriously, no system is entirely without risk. We encourage you to contact us immediately at privacy@northwyn if you have reason to believe your data with us may have been compromised.
7. Data Retention
We retain personal data only for as long as necessary for the purpose for which it was collected, and in accordance with our professional obligations as a legal practice. General retention periods are as follows:
| Data Category | Retention Period |
|---|---|
| Website enquiry data (contact form) | 12 months from last contact |
| Client engagement records | 7 years from matter closure |
| Financial and billing records | 7 years (statutory requirement) |
| Website analytics data | 26 months (aggregated) |
After the applicable retention period, personal data is securely deleted or anonymised.
8. Your Rights Under the PDPA
As a data subject under the Personal Data Protection Act 2010, you have the following rights in relation to your personal data that we hold:
Right of Access
Request confirmation of whether we hold your data and obtain a copy.
Right to Correction
Request correction of inaccurate or incomplete personal data.
Right to Withdraw Consent
Withdraw consent for processing at any time, where consent is the basis for processing.
Right to Object
Object to processing carried out for direct marketing or where you have compelling grounds.
Right to Data Portability
Receive data you provided in a structured, machine-readable format where technically feasible.
Right to Complain
Lodge a complaint with the Personal Data Protection Department (JPDP) if you believe your rights have been infringed.
To exercise any of these rights, please contact us in writing at privacy@northwyn. We will respond within 21 days as required under the PDPA.
9. Third-Party Links
Our website may contain links to external websites and resources. Northwyn has no control over, and accepts no responsibility for, the privacy practices of third-party websites. We encourage you to review the privacy policies of any external site you visit before providing personal information.
10. Children's Privacy
Our website and services are intended for individuals aged 18 and above. We do not knowingly collect personal data from minors. If you believe a child has submitted personal data to us, please contact us at privacy@northwyn so we can take appropriate steps to remove it.
11. Policy Updates
We may revise this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we do, we will update the "Last Updated" date at the top of this page.
We encourage you to review this policy periodically. Continued use of our website after any changes constitutes your acknowledgment of the updated policy. For significant changes, we may also notify active clients directly.
12. Contact Us
If you have any questions about this Privacy Policy, would like to exercise your rights, or have a concern about how we handle your personal data, please reach out to us: