Privacy Policy

1. Introduction

Tanah Partners ("we", "us", "our") is committed to handling personal data with care and in accordance with the Personal Data Protection Act 2010 (PDPA) of Malaysia. This policy explains what personal data we collect, how we use it, and the rights you have in relation to it.

This policy applies to personal data collected through our website, by telephone, by email, and in connection with our legal services. If you have questions about how we handle your data, please contact us at [email protected].

2. Data We Collect

We collect the following categories of personal data:

• Name, email address, and telephone number (submitted through our enquiry form or by direct contact)
• Identity documents and property-related documents provided in connection with a matter (e.g. NRIC, title documents, correspondence)
• Financial information necessary to compute stamp duty or process disbursements
• Communication records, including emails and correspondence relating to a matter
• Website usage data collected through cookies (see our Cookie Policy)

We collect personal data directly from you when you contact us, submit an enquiry form, or engage our services. We may also receive data from third parties directly involved in your matter, such as the other party's solicitors or the relevant land office.

3. How We Use Your Data

We use personal data for the following purposes:

• To assess and respond to enquiries about our services
• To open and manage a matter on your behalf and provide legal advice and representation
• To perform title searches, prepare legal instruments, and correspond with land offices, banks, and other parties
• To compute and facilitate payment of stamp duty and other disbursements
• To comply with our professional obligations under the Legal Profession Act 1976 and the Bar Council Malaysia's rules
• To maintain our matter management records and billing systems
• To improve the usability of our website (analytics cookies, where consented)

We do not use your data for unsolicited marketing communications. If we intend to contact you about services other than those directly related to your matter, we will seek your consent separately.

4. Legal Basis for Processing

We process personal data on the following bases:

• Contract performance: processing necessary to provide the legal services you have engaged us for
• Legal obligation: processing required by applicable law or professional conduct rules
• Legitimate interest: processing necessary for operating our firm and managing client relationships, where this does not override your rights
• Consent: for optional cookies and any direct communications outside the scope of your matter

5. Data Sharing

We share personal data only where necessary for the purposes described above:

• With the relevant land offices, the Inland Revenue Board (LHDN), and the stamp duty office
• With the other party's solicitors and financial institutions involved in your transaction
• With our professional indemnity insurer where required
• With IT service providers who host our matter management and communications systems, under data processing agreements

We do not sell, rent, or otherwise disclose personal data to third parties for commercial purposes.

6. Data Retention

Completed matter files are retained for a minimum of seven years from the date of closure, in accordance with our professional obligations and the applicable limitation periods under Malaysian law. Enquiry records where no matter was opened are retained for twelve months.

After the applicable retention period, data is securely deleted or anonymised.

7. Data Security

We apply the following security measures to protect personal data:

• Access to matter management systems is restricted to solicitors and staff working on the relevant matter
• Communications containing sensitive personal data are transmitted via encrypted channels
• Physical documents are stored in locked cabinets at our Kuala Lumpur office
• We review our security practices periodically and update them in response to changes in risk or available technology

In the event of a personal data breach that is likely to result in risk to your rights or freedoms, we will notify you and the relevant authority in accordance with our obligations under the PDPA.

8. Cookies

Our website uses cookies to understand how visitors use it. Cookies that are not strictly necessary for the site to function will only be set with your consent. For full details, see our Cookie Policy.

9. Your Rights

Under the Personal Data Protection Act 2010, you have the right to:

• Access personal data we hold about you
• Correct inaccurate or incomplete personal data
• Withdraw consent for processing based on consent (without affecting prior processing)
• Request that we cease processing your data for direct marketing purposes
• Request deletion of personal data where we no longer have a legal basis for retaining it

To exercise any of these rights, please write to us at [email protected]. We will respond within 21 days. Note that some requests may be subject to our professional obligations, which may require us to retain certain records.

10. Third-Party Links

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

11. Children's Privacy

Our services are directed at adults (18 years and above). We do not knowingly collect personal data from individuals under 18 without the consent of a parent or guardian. If you believe we have inadvertently collected such data, please contact us so we can address it promptly.

12. Changes to This Policy

We may update this policy from time to time. Material changes will be communicated via our website. The "Last Updated" date at the top of this page indicates when the policy was last revised. Continued use of our services after a revision constitutes acceptance of the updated policy.

13. Contact

Data controller: Tanah Partners
Address: Suite 12-3, Menara Naga, Jalan Tun Razak, 50400 Kuala Lumpur, Malaysia
Email: [email protected]
Telephone: +60 3-7784 2963

For data protection enquiries, please write directly to [email protected]. We aim to acknowledge all enquiries within three working days.