Legal
Privacy Policy
Last Updated: 15 March 2026 | polymindxa, 38 Jalan Merdeka, 88000 Kota Kinabalu, Sabah, Malaysia
polymindxa is committed to handling personal data responsibly and in accordance with the Malaysian Personal Data Protection Act 2010 (PDPA). This policy explains how we collect, use, and protect information you share with us through our website or during service engagements.
1. Introduction
This policy applies to personal data collected through our website at polymindxa.pro, through contact forms, and in the course of client engagement discussions. By using our website or submitting your details, you consent to the practices described here.
2. Data We Collect
Information you provide directly
- Name and email address submitted via our contact form
- Phone number if provided voluntarily
- Message content describing your project or enquiry
Information collected automatically
- Browser type, operating system, and device information
- Pages visited and approximate time on site
- Referring URL
- IP address (anonymised where possible)
Legal basis for processing
We process personal data on the basis of consent (when you submit a form) and legitimate interest (for basic website analytics). Client project data is processed on the basis of contractual necessity and covered by separate NDA.
Data submitted via the contact form is retained for up to 12 months. Analytics data is retained for up to 24 months before anonymisation.
3. How We Use Your Data
- To respond to your enquiry or request for information
- To communicate about a potential or active engagement
- To send relevant service updates if you have opted in
- To improve website content and user experience through analytics
- To comply with legal obligations under Malaysian law
We do not sell or share your personal data with third parties for marketing purposes. We may share data with service providers (such as analytics tools) under data processing agreements.
4. Data Protection Measures
We use industry-standard security measures including HTTPS encryption for all website communications, access controls on internal systems, and role-based data access. We review our security practices periodically. In the event of a data breach affecting your personal information, we will notify you within a reasonable timeframe and take immediate steps to contain the breach.
5. Cookies
Our website uses cookies for basic functionality and optional analytics. You can manage your cookie preferences at any time. See our Cookie Policy for full details of the cookies we use and how to control them.
6. Your Rights Under Malaysian PDPA
Under the 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 to processing at any time
- Request that we cease processing your data for direct marketing
- Lodge a complaint with the Department of Personal Data Protection Malaysia
To exercise any of these rights, contact us at [email protected]. We will respond within 14 business days.
7. Third-Party Links
Our website may contain links to external sites. We are not responsible for the privacy practices of those sites and recommend reviewing their policies independently.
8. Children's Privacy
Our services are directed at organisations and business professionals. We do not knowingly collect personal data from individuals under 18 years of age. If you believe we have inadvertently collected such data, please contact us immediately.
9. Changes to This Policy
We may update this policy from time to time. Material changes will be noted at the top of this page with an updated date. Continued use of our website after changes are posted constitutes acceptance of the revised policy.
10. Contact
For privacy-related questions or to exercise your rights:
- Email: [email protected]
- Address: polymindxa, 38 Jalan Merdeka, 88000 Kota Kinabalu, Sabah, Malaysia