Privacy Policy | Quietharbor

1. Introduction

Quietharbor (referred to as "we", "us", or "our") is committed to handling personal data with care. This Privacy Policy explains what personal data we collect, why we collect it, how we use it, and what rights you have in relation to it.

This policy applies to data collected through our website at quietharbora.sbs, through our contact form, and in the course of delivering our advisory engagements. It is governed by the Personal Data Protection Act 2010 (PDPA) of Malaysia.

If you have questions about this policy, write to us at [email protected].

2. Data We Collect

We collect personal data in the following ways:

2.1 Data you provide to us

Name and email address submitted through our contact form
Phone number (if provided optionally in the contact form)
Written messages submitted through our contact form
Business name and role (if provided in correspondence)

2.2 Data collected in the course of advisory engagements

Call recordings, pipeline data, and internal business documents shared by the client for the purposes of the advisory work
Names and contact details of team members involved in advisory sessions

2.3 Data collected automatically

Website usage data via analytics cookies (if consented to)
Device and browser information for site performance purposes

Legal basis for processing

Consent — where you have given consent via the cookie banner or contact form
Contract performance — to deliver the advisory engagement you have engaged us for
Legitimate interest — to respond to enquiries and maintain client records

3. How We Use Personal Data

To respond to enquiries submitted through the contact form
To deliver advisory engagements you have confirmed and paid for
To issue written deliverables (conversation maps, pipeline references, advisory notes)
To schedule and confirm sessions and review meetings
To send engagement-related correspondence (scope summaries, invoices, follow-up notes)
To improve the performance and usability of our website (analytics, consented)
To comply with applicable Malaysian law and regulatory obligations

We do not use personal data for unsolicited marketing communications. If you complete an engagement with us, we may send a brief note about relevant advisory developments; you may opt out of this at any time by writing to [email protected].

Data retention: Contact form data is retained for 12 months from the date of submission. Engagement data (call recordings, documents, written deliverables) is retained for 24 months from engagement close, after which it is deleted. Billing records are retained as required by Malaysian tax law (7 years).

4. Data Sharing With Third Parties

We do not sell personal data to third parties. We may share personal data with:

Website hosting and infrastructure providers — to operate our website. These providers are contractually bound to handle data only as instructed.
Analytics services — if you consent to analytics cookies, usage data may be processed by an analytics provider.
Legal and regulatory bodies — where required by Malaysian law or a valid legal order.

Client engagement data (call recordings, pipeline information, internal documents) is not shared with any third party. It is used solely to produce the advisory deliverable and is deleted at end of retention period.

5. Data Protection Measures

Our website uses HTTPS (SSL/TLS encryption) for all data in transit
Engagement documents and call recordings are stored in access-controlled cloud storage with encryption at rest
Access to client data is restricted to advisory team members directly involved in the engagement
In the event of a data breach affecting your personal data, we will notify you and the relevant authority as required under PDPA 2010 within a reasonable period

6. Cookies

Our website uses cookies. Essential cookies are required for the site to function. Optional analytics and preference cookies are used only if you consent via the cookie banner on the homepage.

For full details of cookie types and how to manage your preferences, see our Cookie Policy.

7. Your Rights

Under the Malaysian Personal Data Protection Act 2010, you have the following rights in relation to your personal data held by us:

Right of access — to request a copy of personal data we hold about you
Right of correction — to request correction of inaccurate or incomplete data
Right to withdraw consent — to withdraw consent to processing at any time (where processing is based on consent)
Right to object — to object to processing for direct marketing purposes
Right to limit processing — to request that we restrict how we use your data in certain circumstances

To exercise any of these rights, write to [email protected]. We will respond within 21 days. There is no charge for reasonable requests.

If you believe your rights have not been respected, you may lodge a complaint with the Department of Personal Data Protection Malaysia (JPDP): www.pdp.gov.my.

8. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices or content of those websites. We recommend reviewing their privacy policies before sharing personal data with them.

9. Children's Privacy

Our advisory services are directed at professionals and businesses. We do not knowingly collect personal data from individuals under 18 years of age. If you believe we have inadvertently collected data from a minor, please contact us at [email protected] and we will delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be noted with a revised "Last Updated" date at the top of this page. If the changes are significant, we will place a brief notice on our homepage for a period.

Continued use of our website or services after changes are posted constitutes acceptance of the updated policy.

11. Contact for Data Enquiries

For questions, data access requests, or concerns about how we handle personal data:

[email protected]
Suite 9-7, Wisma Consplant 2, Jalan SS 16/4, 47500 Subang Jaya, Selangor, Malaysia
+60 3-5638 4271