1. Who We Are
Trustmeadow is an educational and records organisation service based at 26, Jalan Tun Jugah, 93350 Kuching, Sarawak, Malaysia. We provide general information sessions and practical records organisation services for families. We are the data controller for personal information collected through this website and our services.
2. What Information We Collect
Information you provide to us
- Contact form submissions: name, email address, phone number (optional), and any message content you choose to include.
- Service engagement: information shared during sessions, such as names of family members and document categories being organised. We do not retain copies of your personal documents.
- Email correspondence: any information you include in messages sent to us directly.
Information collected automatically
- Analytics cookies: if you accept cookies, we may collect anonymised data about how pages are used (page views, session duration, browser type). This data does not identify you personally.
- Essential cookies: small files needed to make the website function correctly. These are always active.
3. Legal Basis for Processing
We process your personal information under the Personal Data Protection Act 2010 (PDPA) of Malaysia on the following bases:
- Consent: for optional cookies and marketing communications, where you have given explicit consent.
- Legitimate interests: for responding to enquiries and improving our website and services.
- Contract performance: for delivering services you have engaged us for.
4. How We Use Your Information
- To respond to your enquiries and provide information about our services.
- To deliver and coordinate the services you have booked.
- To send occasional updates about our services, where you have consented to receive these.
- To improve our website and understand how visitors use it (analytics, if consented).
- To comply with applicable legal obligations.
We do not sell, rent, or share your personal information with third parties for their own marketing purposes.
5. Data Sharing
We do not share your personal data with third parties except in the following limited circumstances:
- Service providers: trusted tools we use to operate our website (e.g. web hosting, analytics platforms), where those providers are bound by appropriate data processing terms.
- Legal requirements: if we are required to disclose information by law, regulation, or court order.
We do not transfer personal data outside of Malaysia except where required by a service provider operating internationally, in which case we ensure appropriate safeguards are in place.
6. Data Retention
- Contact form enquiries: retained for up to 12 months from the date of last contact, then securely deleted.
- Service records: notes from sessions retained for up to 24 months to support follow-up queries, then securely deleted.
- Analytics data: retained in anonymised, aggregated form. No individually identifying data is retained beyond session end.
7. Cookies
Our website uses cookies. Essential cookies are always active as they are needed for the site to work. You may accept or decline optional cookies (analytics, preferences, marketing) using the cookie banner displayed on your first visit, or by visiting our Cookie Policy page at any time.
8. Data Protection Measures
We take reasonable technical and organisational steps to protect personal information from unauthorised access, loss, or misuse. These include:
- Use of secure (HTTPS) connections for our website.
- Limiting access to personal data to staff who need it to deliver services.
- Regular review of data held to remove information no longer needed.
In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify you and the relevant authority in accordance with applicable Malaysian law.
9. Your Rights Under Malaysian Law
Under the Personal Data Protection Act 2010 (PDPA), you have the right to:
- Access the personal data we hold about you.
- Correct inaccurate or incomplete personal data.
- Withdraw consent for data processing at any time, where processing is based on consent.
- Request deletion of personal data we hold, subject to any legal retention obligations.
- Limit or object to certain uses of your data.
To exercise any of these rights, please contact us at [email protected]. We will respond within 21 days. If you are not satisfied with our response, you may lodge a complaint with the Department of Personal Data Protection Malaysia (JPDP).
10. Third-Party Links
Our website may contain links to external websites, government portals, or professional bodies. We are not responsible for the privacy practices of those sites. We encourage you to review their privacy policies before sharing any personal information with them.
11. Children's Privacy
Our services are intended for adults aged 18 and over. We do not knowingly collect personal data from individuals under the age of 18. If you believe a minor has submitted personal data through our website, please contact us and we will delete it promptly.
12. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will update the "Last Updated" date at the top of this page. Continued use of our website after any changes constitutes your acceptance of the updated policy. We encourage you to review this page periodically.
13. Contact Us
For any questions, requests, or concerns relating to this Privacy Policy or how we handle your personal data, please contact:
- Email: [email protected]
- Address: Trustmeadow, 26, Jalan Tun Jugah, 93350 Kuching, Sarawak, Malaysia
- Phone: +60 82 572 349