Legal
Privacy Policy
Last Updated: 10 June 2025 · Effective Date: 10 June 2025
Longspan ("we", "us", "our") is committed to handling your personal data responsibly and in compliance with Malaysia's Personal Data Protection Act 2010 (PDPA). This policy explains what data we collect, why we collect it, how we protect it, and what rights you have over it. If you have questions, contact us at [email protected].
1. Data We Collect
We collect personal data that you provide directly to us through enquiry forms, email, or in person. This includes:
- Full name and contact details (email address, phone number)
- Mailing or residential address (for in-home coordination appointments)
- Documents and records you bring to a coordination engagement (handled under strict protocols)
- Correspondence exchanged during a Long Paper Trail engagement
We also collect limited technical data through our website (browser type, pages visited, session duration) via cookies. No personally identifiable information is linked to this technical data without your consent.
2. How We Collect Data
- Contact forms submitted through our website
- Email and telephone enquiries
- In-person at our Kota Kinabalu office or during home visits
- Cookies and website analytics (see Section 5)
3. Why We Use Your Data
We use personal data for the following purposes:
- To respond to enquiries and confirm service bookings
- To deliver the clerical and educational services you have engaged us for
- To communicate appointment details, session summaries, and handover notes
- To comply with legal obligations under Malaysian law
Legal basis: processing is carried out with your consent, or to fulfil a contractual obligation you have entered into with us.
4. Data Retention
Contact and enquiry data is retained for 12 months after last contact. Engagement records (indexes, registers, correspondence logs) are retained for 7 years for administrative purposes, after which they are securely destroyed. Working copies of documents made during coordination engagements are deleted within 14 days of the final handover. You may request earlier deletion by contacting us in writing.
5. Cookies
Our website uses cookies to maintain basic functionality and understand how visitors use the site. Essential cookies cannot be disabled. Analytics and preference cookies require your consent, which you can manage through our Cookie Policy page. We do not use advertising or tracking cookies for third-party marketing purposes.
6. Data Sharing
We do not sell, rent, or share your personal data with third parties for marketing purposes. Data may be shared with:
- Service providers who operate our website infrastructure, under confidentiality agreements
- Legal authorities, where required by Malaysian law
- Any third party you have explicitly authorised us in writing to share information with
7. Data Protection Measures
- Access to personal data is restricted to staff directly involved in your engagement
- Physical documents handled during engagements are kept in locked storage when not in active use
- Digital records are stored on encrypted systems with access controls
- Working copies of documents are deleted within 14 days of final handover
- In the event of a data breach, affected individuals will be notified promptly and appropriate steps taken
8. Your Rights Under PDPA 2010
Under Malaysia's Personal Data Protection Act 2010, you have the right to:
- Access personal data we hold about you
- Correct inaccurate or incomplete data
- Withdraw consent to processing (where consent is the legal basis)
- Request deletion of your data, subject to retention obligations
- Lodge a complaint with the Department of Personal Data Protection Malaysia
To exercise any of these rights, contact us in writing at [email protected] or 7 Jalan Gaya, 88000 Kota Kinabalu, Sabah. We will respond within 21 days.
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 review their policies before providing personal data.
10. Children's Privacy
Our services are intended for adults aged 18 and above. We do not knowingly collect personal data from individuals under 18. If you believe a minor has submitted data through our website, please contact us so we can delete it.
11. Changes to This Policy
We may update this policy from time to time. The "Last Updated" date at the top of this page will reflect any changes. Continued use of our website or services after an update constitutes acceptance of the revised policy.
12. Contact
For data-related enquiries or to exercise your rights:
Email: [email protected]
Post: Longspan, 7 Jalan Gaya, 88000 Kota Kinabalu, Sabah, Malaysia