Privacy Policy | Foldward

Foldward ("we", "us", "our") is committed to handling personal data responsibly and in accordance with the Malaysian Personal Data Protection Act 2010 (PDPA). This policy explains what data we collect, how we use it, and the rights available to you as a data subject.

1. Who We Are

Foldward is a records organisation service based at 15 Jalan Pantai, 88000 Kota Kinabalu, Sabah, Malaysia. We provide clerical document sorting, indexing, and portfolio preparation for families approaching inheritance matters. We are not a legal, financial, or estate practice.

For data-related enquiries, contact us at: [email protected]

2. Personal Data We Collect

We collect personal data through our contact form, telephone enquiries, and during in-office appointments. The data we may collect includes:

Full name
Email address
Phone number
Message content and enquiry details
Document details you choose to share during an engagement (names, dates, property references in family papers — this data belongs to your family and is handled under engagement scope, not used for marketing)

We do not collect sensitive personal data for our own purposes. Family documents handled during an engagement are treated as confidential client material, not as personal data collected by Foldward.

3. Legal Basis for Processing

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

Consent: When you submit our contact form or contact us by phone or email, you consent to us using your contact details to respond to your enquiry.
Contract: Once an engagement is agreed, we process relevant data to fulfil our obligations under the engagement scope note.
Legitimate interest: We retain minimal contact records for internal administration and to respond to follow-up enquiries.

4. How We Use Your Data

To respond to your enquiries and booking requests
To manage appointments and engagement scheduling
To deliver the services described in a signed engagement scope note
To send service-related communications (not marketing emails without your consent)
To maintain basic records for legal and administrative purposes

We do not use your personal data for advertising, profiling, or any automated decision-making.

5. Data Sharing

We do not sell, rent, or share your personal data with third parties for commercial purposes. Data may be shared only in the following limited circumstances:

With our own staff who need it to fulfil the engagement
With third-party storage providers for digital mirror setup (limited to the technical process; they do not access the document content)
If required by Malaysian law or a competent authority

6. Data Retention

Contact enquiry records are retained for up to 12 months. Engagement records (scope notes, gap lists) are retained for 3 years from the completion date for administrative reference. Working copies of documents handled during an engagement are deleted after the final deliverable is handed to the family. Digital mirrors are set up in the family's own storage and are not retained by Foldward.

7. Cookies

Our website uses cookies to maintain basic session functionality and to understand how pages are used. For full details, please see our Cookie Policy. You may manage your cookie preferences at any time through that page.

8. Security

We apply reasonable technical and organisational measures to protect personal data against unauthorised access, loss or disclosure. These include restricted staff access, secure file handling in our office, and the use of reputable digital storage services for engagement-related data.

In the event of a data breach that may affect your rights, we will notify you and, where required, the relevant authority, in accordance with our obligations under the PDPA.

9. Your Rights

Under the Malaysian PDPA and applicable data protection principles, you have the right to:

Request access to personal data we hold about you
Request correction of inaccurate or incomplete data
Withdraw consent to processing (where processing is based on consent)
Request that we stop processing your data for direct marketing purposes
Request deletion of data we no longer have a lawful basis to retain

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

10. Children

Our services are intended for adults (aged 18 and above) making decisions about family documents. We do not knowingly collect personal data from persons under 18.

11. External Links

Our website may contain links to external sites, including the practitioner directory resources we reference. We are not responsible for the privacy practices of those sites and encourage you to read their policies independently.

12. Changes to This Policy

We may update this policy when our practices change or when legal requirements are revised. The updated date above reflects when this version was published. Continued use of our contact form or services after an update constitutes acceptance of the revised policy.

13. Contact

For any questions about this policy or how we handle personal data:

Email: [email protected]
Phone: +60 88-306 527
Address: 15 Jalan Pantai, 88000 Kota Kinabalu, Sabah, Malaysia