Privacy Policy

1. Data Controller

The data controller for all personal information collected through this website and our legal practice is:

Whitholm Legal Services
19 Jalan Bangsar, 59200 Kuala Lumpur, Malaysia
Email: [email protected]
Telephone: +60 3-4938 2716

2. Information We Collect

We collect personal data in the following ways:

• Contact forms: name, email address, telephone number, and the content of your enquiry.
• Client engagements: identity documents, financial information, family and asset details necessary to carry out legal services.
• Website analytics: anonymised usage data via cookies (see our Cookie Policy).
• Correspondence: emails, letters, and records of consultations.

3. Legal Basis for Processing

We process your personal data on the following legal bases under the PDPA:

• Consent: where you have given explicit consent, such as when submitting an enquiry form.
• Contractual necessity: where processing is required to perform legal services you have engaged us to provide.
• Legal obligation: where we are required by law to process or retain certain data.
• Legitimate interests: for practice administration and communication related to your matter.

4. How We Use Your Information

• To respond to your enquiries and provide the legal services requested.
• To prepare and store legal documents on your behalf.
• To communicate updates and progress on your legal matter.
• To comply with our professional and regulatory obligations under the Legal Profession Act 1976.
• To improve our website through anonymised analytics data.

5. Data Sharing

We do not sell your personal data. We may share your information with:

• Courts and public authorities where required to administer your legal matter (e.g., High Court filings, Amanah Raya Berhad).
• Third-party service providers who assist with secure document storage and IT infrastructure, bound by confidentiality agreements.
• Regulatory bodies such as the Malaysian Bar, where required by our professional obligations.

6. Data Retention

We retain client files for a minimum of seven (7) years following completion of a matter, in accordance with Malaysian legal professional requirements. Website enquiry data that does not lead to an engagement is held for no more than twelve (12) months. You may request earlier deletion where this does not conflict with our legal obligations.

7. Data Protection Measures

• All digital files are stored on access-controlled, encrypted systems.
• Physical files are secured in locked storage within our office.
• Access to client data is restricted to personnel directly handling the relevant matter.
• We conduct regular internal reviews of our data handling practices.
• In the event of a data breach, affected individuals will be notified in accordance with applicable law.

8. Cookies

We use cookies to understand how our website is used and to improve your experience. For full details of the cookies we use and how to manage them, please see our Cookie Policy.

9. Your Rights Under the PDPA

As a data subject under Malaysia's Personal Data Protection Act 2010, you have the right to:

• Access the personal data we hold about you.
• Correct inaccurate or incomplete data.
• Withdraw consent to processing (where consent is the legal basis).
• Request restriction or objection to certain forms of processing.
• Lodge a complaint with the Department of Personal Data Protection Malaysia.

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

10. Third-Party Links

Our website may contain links to external resources. We are not responsible for the privacy practices of third-party websites and encourage you to review their policies independently.

11. 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 minor has submitted data through our website, please contact us so we may remove it.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Where changes are material, we will post a notice on our website. Continued use of our services after updates constitutes acceptance of the revised policy.

13. Contact for Privacy Enquiries

For any questions about this Privacy Policy or your personal data, please contact:
Privacy Officer, Whitholm Legal Services
19 Jalan Bangsar, 59200 Kuala Lumpur
[email protected]