Privacy Policy
1. Introduction
Vestara ("we", "us", "our") is a Malaysia-based administrative support firm operating from Persiaran APEC 8, 63000 Cyberjaya, Selangor. We take the protection of personal data seriously and handle all personal information in accordance with Malaysia's Personal Data Protection Act 2010 (PDPA 2010).
This policy explains what personal data we collect, why we collect it, how we use and protect it, and what rights you have in relation to it. It covers data collected through this website, through our contact form, and through the administrative service engagements we undertake.
For questions about data protection, write to: [email protected]
2. Data We Collect
Website Enquiries
When you use the contact form on our website, we collect: your name, email address, phone number (if provided) and the content of your message. This information is used solely to respond to your enquiry and to determine whether our services may be relevant to your situation.
Service Engagements
When you engage Vestara for a service arrangement, we may collect and handle: names, identity card numbers, contact details of the deceased and beneficiaries, asset and property information, copies of identity documents, correspondence with government offices and financial institutions, and any other documents relevant to the estate administration.
This data is collected and processed solely for the purpose of delivering the agreed administrative service.
Website Analytics
We may collect anonymised usage data about how this website is accessed and navigated, via cookies and analytics tools. This data does not identify individual users. See Section 5 for more detail, and our Cookie Policy for full cookie information.
3. How We Use Personal Data
We use personal data for the following purposes:
- Responding to enquiries submitted through the contact form
- Delivering the administrative service arrangement agreed upon at the time of engagement
- Drafting correspondence for submission to government offices and financial institutions
- Maintaining the ledger records and case archive throughout the engagement
- Coordinating translation, attestation and referral steps as set out in the ledger
- Fulfilling any obligations under applicable Malaysian law
We do not use personal data for marketing purposes without explicit consent. We do not sell, rent or otherwise transfer personal data to third parties for their own use.
Legal Basis for Processing
Processing of personal data collected through enquiry forms is based on your consent (by submitting the form). Processing of data collected during a service engagement is based on the performance of the service contract. Processing for legal compliance purposes is based on our legal obligations under Malaysian law.
4. Data Retention
Enquiry data from contact forms is retained for up to 12 months from the date of receipt, or until the enquiry is resolved, whichever is sooner.
Data collected and maintained as part of a service engagement is retained for 7 years from the date of case closure, in accordance with standard administrative record-keeping practice and applicable Malaysian requirements. After this period, records are securely deleted or destroyed.
5. Data Protection Measures
- Physical documents are stored in access-controlled, locked facilities. Access is restricted to team members assigned to each specific case.
- Digital files are stored on encrypted systems with access controls and audit logging.
- Personal data is not transmitted by unencrypted email. Where electronic transmission is necessary, we use secure channels.
- In the event of a data breach, we will notify affected individuals and, where required, the relevant authorities, in accordance with applicable Malaysian law.
- Access to estate-related documents by parties other than the client requires written authorisation from the client.
6. Cookies
This website uses cookies to support basic functionality and, where consent is given, to collect anonymised analytics data. We do not use cookies to identify individual users or to serve advertising.
For full detail on the cookies we use and how to manage them, see our Cookie Policy.
7. Your Rights
Under Malaysia's Personal Data Protection Act 2010, you have the following rights in relation to personal data we hold about you:
- Right of access: You may request a copy of the personal data we hold about you.
- Right to correction: You may request correction of inaccurate or incomplete personal data.
- Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time. Withdrawal does not affect the lawfulness of processing before withdrawal.
- Right to limit processing: You may request that we limit the processing of your personal data in certain circumstances.
- Right to prevent processing for direct marketing: You may at any time request that we cease using your data for direct marketing purposes.
To exercise any of these rights, write to [email protected]. We will respond within 21 days. In some cases, we may need to verify your identity before acting on your request.
8. Third-Party Links
This website may contain links to third-party websites, including government portals and professional body directories. We are not responsible for the privacy practices of those websites and recommend reviewing their policies independently before submitting personal data to them.
9. Children's Privacy
Our services are directed at adults managing estate administration matters. We do not knowingly collect personal data from persons under the age of 18. If we become aware that we have collected data from a minor without appropriate consent, we will take steps to delete it promptly.
10. Changes to This Policy
We may update this policy from time to time. Material changes will be notified on this page with an updated effective date. Continued use of this website after a policy update constitutes acceptance of the revised terms.
11. Contact
For data protection enquiries: