Privacy Policy

synaptena ("we", "us", or "our") is committed to protecting the privacy of individuals who interact with our services. This Privacy Policy explains how we collect, use, store, and safeguard personal data in accordance with the Personal Data Protection Act 2010 (PDPA) of Malaysia.

This policy applies to information gathered through our website, contact forms, email correspondence, and any service engagement. By using our website or services, you acknowledge the practices described here. If you have questions, please contact us at [email protected].

1. Information We Collect

We collect personal data only when there is a clear purpose for doing so. The categories of data we may collect include:

Contact information — your name, email address, phone number, and company name, provided when you submit our contact form or correspond with us directly.

Technical data — IP address, browser type, operating system, referring page URL, and pages visited on our site. This is collected through cookies and server logs.

Service-related data — project requirements, datasets (where applicable), business context, and correspondence exchanged during a service engagement.

Analytics data — aggregated usage patterns collected through analytics tools to help us understand how visitors interact with our website.

2. Legal Basis for Processing

Under the PDPA 2010, we process personal data on the following grounds:

Consent — when you voluntarily submit your information through our contact form or subscribe to communications.

Contractual necessity — when processing is required to deliver the services you have engaged us for.

Legitimate interest — for improving our website, understanding visitor behaviour through anonymised analytics, and maintaining security.

3. How We Use Your Data

Personal data collected is used for the following purposes:

Responding to your enquiries and providing relevant information about our services. Delivering and managing AI consultancy engagements as agreed upon. Communicating project updates, invoices, and support-related correspondence. Improving our website's content, performance, and user experience through analytics. Complying with legal obligations under Malaysian law.

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

4. Data Sharing and Third Parties

We may share personal data with the following categories of service providers, strictly on a need-to-know basis:

Hosting and infrastructure providers — for website hosting and data storage.

Analytics services — such as Google Analytics, to help us understand site usage patterns. These tools use cookies and collect anonymised data.

Communication tools — email service providers used to respond to your enquiries.

All third-party providers are contractually required to handle data in accordance with applicable privacy laws. We do not transfer data outside of Malaysia unless necessary for service delivery, and any such transfer is conducted with appropriate safeguards in place.

5. How We Protect Your Data

We take reasonable organisational and technical measures to protect personal data against unauthorised access, loss, or misuse. These measures include:

Encryption of data in transit using SSL/TLS protocols. Access controls limiting who within our team can view personal data. Regular review of our data handling procedures. Secure deletion of project-related data once retention periods expire. We retain personal data only for as long as necessary to fulfil the purposes outlined in this policy, or as required by law. Contact form submissions are typically retained for up to 24 months unless a longer retention is needed for an ongoing engagement.

6. Cookies

Our website uses cookies to enhance your browsing experience and to gather anonymised usage data. Cookies are small text files stored on your device. We use the following types:

Essential cookies — required for the website to function properly, including remembering your cookie consent preferences.

Analytics cookies — help us understand how visitors use our site so we can improve it.

You can manage your cookie preferences at any time. For detailed information, please refer to our Cookie Policy.

7. Your Rights

Under the PDPA 2010, you have the following rights regarding your personal data:

Right of access — you may request a copy of the personal data we hold about you.

Right to correction — you may ask us to correct any 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 carried out before the withdrawal.

Right to limit processing — in certain circumstances, you may ask us to restrict how your data is used.

To exercise any of these rights, please contact us at [email protected]. We aim to respond to all requests within 21 days, as stipulated by the PDPA.

8. Third-Party Links

Our website may contain links to external sites that are not operated by synaptena. We are not responsible for the privacy practices or content of those websites. We encourage you to review the privacy policies of any third-party sites you visit.

9. Children's Privacy

Our services are directed at businesses and professionals. We do not knowingly collect personal data from individuals under the age of 18. If we become aware that we have inadvertently collected such data, we will take steps to delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make significant changes, we will update the "Last Updated" date at the top of this page. We encourage you to review this policy periodically.

11. Contact Us

If you have questions about this Privacy Policy, or if you wish to exercise your data rights, please reach out:

synaptena

14 Jalan Pantai Dalam, 59200 Kuala Lumpur, Malaysia

Email: [email protected]

Phone: +60 3-2285 9471