Privacy Policy

1. Introduction

Hijau Residences ("we", "us", "our") is committed to protecting the personal information of individuals who enquire about, or rent, our properties in Tanjung Bungah, Penang, Malaysia. This Privacy Policy explains what data we collect, why we collect it, how it is used, and your rights in relation to it.

We operate in accordance with Malaysia's Personal Data Protection Act 2010 (PDPA). By submitting an enquiry or entering into a rental agreement with us, you acknowledge that you have read and understood this policy.

For any privacy-related questions, contact: [email protected]

2. Data We Collect

We collect personal data in the following ways:

Information you provide directly:

• Name and contact details (email address, phone number)
• Correspondence sent through our enquiry form or by email
• Details relevant to a rental agreement (passport or IC number, nationality, address, intended stay dates)
• Financial information required for deposit and rental payments

Information collected automatically when you visit our website:

• IP address and general device/browser information
• Pages visited and time spent on the site (via analytics cookies, if consented)
• Referral source (how you arrived at our site)

We do not collect sensitive personal data such as health information or political opinions.

3. How We Use Your Data

Your personal data is used for the following purposes:

• Responding to enquiries: To answer questions about property availability, pricing, and rental terms.
• Administering rental agreements: To prepare and manage tenancy documentation and coordinate property access.
• Property management communication: To reach you about maintenance, housekeeping schedules, or operational matters during your stay.
• Legal compliance: To meet obligations under Malaysian tenancy law and maintain records as required.
• Service improvement: Aggregate, anonymised data may be used to understand how guests interact with our services and improve them.

We do not use your data for unsolicited marketing without your explicit consent. If you receive communication from us after your enquiry, it will be directly related to your rental or a property you have expressed interest in.

4. Legal Basis for Processing

• Contractual necessity: Processing required to administer a rental agreement you have entered into with us.
• Consent: Where you have given consent, such as for optional analytics cookies.
• Legitimate interest: Where we have a reasonable business interest in processing data, balanced against your rights — for example, maintaining records of past enquiries.
• Legal obligation: Where we are required to process data to comply with Malaysian law.

5. Data Retention

We retain personal data for as long as necessary for the purpose for which it was collected:

• Enquiry data where no rental agreement is signed: up to 12 months from last contact.
• Tenancy and rental records: 7 years from the end of the tenancy, in line with Malaysian tax and legal requirements.
• Analytics data: in anonymised or aggregated form, retained indefinitely.

When data is no longer needed, it is securely deleted or anonymised.

6. Data Sharing

We do not sell your personal data. We share data only in the following limited circumstances:

• Property staff: Names and contact details may be shared with on-site staff at the property you are renting, to the extent necessary for your stay.
• Service providers: Third-party services used to operate our website (e.g. analytics providers) may process data on our behalf under confidentiality arrangements.
• Legal authorities: Where required by law or by a lawful request from a Malaysian authority.

Any third-party services we use are selected with data protection in mind and are not permitted to use your data for their own purposes.

7. Cookies

Our website uses cookies to function and, with your consent, to understand how it is used. Cookie types include:

• Essential cookies: Required for the site to operate. These cannot be disabled.
• Analytics cookies: Help us understand site usage. Only active with your consent.
• Preference cookies: Remember your cookie choices between visits.

You can manage your cookie preferences at any time via our Cookie Policy page.

8. Your Rights

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

• Access the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Withdraw consent for processing based on consent (without affecting prior processing)
• Request that we stop processing your data for direct marketing purposes
• Lodge a complaint with the Department of Personal Data Protection Malaysia if you believe your rights have not been respected

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

9. Data Security

We apply appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, and unauthorised disclosure. Sensitive rental documents are stored securely. Access to personal data within our organisation is limited to individuals who need it to carry out their work.

No method of electronic transmission is completely secure. If you have reason to believe your interaction with us has been compromised, please notify us immediately at [email protected].

10. 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 privacy policies independently.

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. If you believe a minor has submitted data to us, please contact us so we can delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When changes are material, we will update the "Last Updated" date at the top of this page. Continued use of our website or services after any change constitutes acceptance of the updated policy.

13. Contact

For privacy-related enquiries, data access requests, or concerns:

• Email: [email protected]
• Address: 9 Jalan Tanjung Bungah, 11200 Tanjung Bungah, Penang, Malaysia
• Phone: +60 4-891 3627