Legal

Privacy Policy

Last Updated: 14 April 2025

Insan ("we", "us", "our") is an advisory practice registered in Malaysia and operating from Suite 7-9, Menara Imperial, Jalan Sultan Ismail, 50250 Kuala Lumpur. This Privacy Policy explains how we collect, use, store, and protect personal data in connection with our website and our AI maintenance advisory services. It is intended to be read plainly and we have avoided unnecessary legal formality where possible.

This policy applies to visitors to our website and to individuals who engage with us about or during our advisory services. If you have questions about anything here, please write to us at [email protected].

1. Data We Collect

We collect personal data in the following circumstances:

1.1 Through our contact form

When you send us an enquiry via our website contact form, we collect your name, email address, and — if you provide them — your phone number and the message text. This information is used only to respond to your enquiry.

1.2 During engagements

In the course of advisory work, we may receive your name, job title, employer details, and professional contact information. For maintenance workflow reviews and pilots, we may also review records from your maintenance management system (CMMS). Asset data and maintenance records reviewed during engagements are handled under a separate data handling agreement and are not personal data in the usual sense — they relate to equipment, not individuals. Where records contain personal data (for example, technician names on work orders), those are treated with the same care as other personal data we hold.

1.3 Automatically through your visit

Our website may collect standard server log data including IP addresses and browser type for security and performance monitoring. We use cookies for basic website functionality and, where you consent, for analytics. See our Cookie Policy for more detail.

2. Legal Basis for Processing

Under Malaysia's Personal Data Protection Act 2010 (PDPA), we process personal data on the following bases:

• Consent: For marketing communications and non-essential cookies, where you have given consent.
• Contractual necessity: For data required to perform our advisory services under a service agreement.
• Legitimate interests: For basic website security logging and responding to enquiries where you have reached out to us.

3. How We Use Personal Data

• To respond to enquiries submitted through our contact form
• To deliver advisory services you have engaged us for
• To maintain records of our engagements for professional purposes
• To meet our legal obligations under Malaysian law, including PDPA 2010
• To communicate about changes to our services or policies, where relevant

We do not sell personal data. We do not use client maintenance records or personal data to train, improve, or calibrate AI models.

4. Data Retention

Enquiry form data is held for 12 months from the date of submission and then deleted. Engagement records are retained for 7 years from the end of the engagement in accordance with standard Malaysian commercial record-keeping practice. Where records contain personal data that is no longer necessary after a shorter period, we review and remove it earlier where practical.

5. Data Sharing

We do not share personal data with third parties except in the following circumstances:

• With service providers who support our website hosting and email infrastructure, under appropriate data processing agreements
• Where required by Malaysian law or in response to a lawful request from a public authority
• Where you have given explicit consent for us to share data with a specific third party

We do not transfer personal data outside of Malaysia except where necessary for web hosting infrastructure, in which case appropriate safeguards are in place.

6. Data Protection Measures

We use standard industry measures to protect personal data, including encrypted connections (HTTPS) for data transmission, access controls limiting who within our practice can access personal data, and secure storage practices. In the event of a personal data breach that is likely to result in harm, we will notify affected individuals and the Department of Personal Data Protection Malaysia (JPDP) in accordance with PDPA 2010 obligations.

7. Cookies

We use essential cookies for website functionality and, where you consent, analytics cookies to understand how our website is used. You can manage your cookie preferences at any time through our Cookie Policy page.

8. Your Rights Under Malaysian PDPA 2010

Under Malaysia's Personal Data Protection Act 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 of correction: You may request that we correct inaccurate or incomplete personal data.
• Right to withdraw consent: Where processing is based on consent, you may withdraw consent at any time without affecting the lawfulness of prior processing.
• Right to prevent processing: You may request that we cease processing your personal data for direct marketing purposes.

To exercise any of these rights, write to us at [email protected]. We will respond within 21 days. If you believe your rights have not been observed, you may file a complaint with the Department of Personal Data Protection Malaysia (JPDP) at www.pdp.gov.my.

9. Third-Party Links

Our website may contain links to external sites. We are not responsible for the privacy practices of those sites and encourage you to read their privacy policies before providing personal data.

10. Children

Our services are directed to engineering and maintenance professionals and are not intended for individuals under 18 years of age. We do not knowingly collect personal data from minors.

11. Changes to This Policy

We may update this policy from time to time. When we do, we will revise the "Last Updated" date at the top of this page. Continued use of our website or services after a change constitutes acceptance of the revised policy.

12. Contact

For all privacy-related questions or requests: