Privacy Policy

1. Who we are

Hearthline is a family records support practice based at 5 Jalan Tuanku Abdul Rahman, 50100 Kuala Lumpur, Malaysia. We provide administrative coordination services — document mapping, records organisation and household archive engagements — to households in Malaysia. For any data-related enquiries, contact us at [email protected].

2. Information we collect

We collect personal information in the following circumstances:

• Enquiry form: When you submit an enquiry through our website, we collect your name, email address, and any details you choose to include in your message. Phone number is optional. We use this information solely to respond to your enquiry.
• Email and telephone contact: When you contact us directly, we retain your name and contact details as part of our correspondence records.
• Service engagement: If you proceed with a service, we may collect additional information relevant to coordinating sessions, such as scheduling preferences and a service address. We collect and use only what is necessary.
• Cookies and analytics: Our website may use cookies to understand how visitors use our pages. Please see our Cookie Policy for full detail.

Legal basis: We process your personal data on the basis of your consent (when you submit an enquiry form), to perform or prepare to perform a service agreement, and where we have a legitimate interest in maintaining business records. Data retention: enquiry correspondence is held for 24 months. Service records are held for 36 months after an engagement ends, then securely deleted.

3. How we use your information

• To respond to enquiries and discuss service options
• To coordinate and deliver services you have engaged
• To fulfil legal and regulatory obligations
• To maintain internal business records
• To improve our website and services (using aggregated, anonymised analytics data only)

We do not use your information for marketing without your explicit consent. We do not sell, rent or otherwise share your personal information with third parties for their own marketing purposes.

4. Data protection measures

We apply reasonable organisational and technical measures to protect personal information we hold:

• Staff who handle personal data are bound by confidentiality agreements
• Access to personal data is limited to team members who need it for service delivery
• Website connections use HTTPS encryption
• Physical records are stored in locked premises
• In the event of a data breach that may affect your rights, we will notify you and the relevant authority as required under Malaysian law

5. Cookies

We use cookies for essential website functionality and, with your consent, for understanding how our site is used. For a full description of the cookies we use and how to manage your preferences, please read our Cookie Policy.

6. Third-party services

Our website may use the following third-party services:

• Google Analytics: For aggregated, anonymised website usage data. Subject to Google's own privacy terms.
• Google Maps (embed): For the location map on our homepage. Subject to Google's privacy policy.
• Font and icon CDN providers: For loading web fonts and icons. These services may log basic request data.

We are not responsible for the privacy practices of third-party services. We encourage you to review their policies separately.

7. Your rights

Under the Personal Data Protection Act 2010 (Malaysia), you have the following rights in relation to your personal data:

• Right of access: You may request a copy of personal data we hold about you.
• Right of correction: You may request that we correct inaccurate data.
• Right to withdraw consent: Where processing is based on consent, you may withdraw consent at any time. Withdrawal does not affect the lawfulness of processing before withdrawal.
• Right to limit processing: You may request that we limit how we use your data in certain circumstances.
• Right to complain: You may lodge a complaint with the Personal Data Protection Commissioner of Malaysia if you believe your rights have not been respected.

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

8. Children's privacy

Our services are intended for adults aged 18 and over. We do not knowingly collect personal information from anyone under 18. If you believe we have inadvertently received such information, please contact us at [email protected] so we can delete it promptly.

9. External links

Our website may contain links to external websites. We are not responsible for the privacy practices of those sites. When you follow a link to another website, we encourage you to read that site's privacy policy.

10. Changes to this policy

We may update this policy from time to time. The "Last updated" date at the top of this page shows when it was last revised. If changes are material, we will take reasonable steps to notify users. Continued use of our website after changes become effective indicates acceptance of the updated policy.

11. Contact us about this policy

If you have questions or concerns about this Privacy Policy or about how we handle your personal data:

[email protected]

5 Jalan Tuanku Abdul Rahman, 50100 Kuala Lumpur, Malaysia