We only collect what we need to reply to you and to deliver your project. We never sell your data. You can ask to see, correct or delete it at any time by emailing hello@transfomind.com.
This Privacy Notice explains how Transfomind ("we", "us") collects, uses and protects your personal data, in line with Malaysia's Personal Data Protection Act 2010 as amended ("PDPA"). It applies to this website and to enquiries and projects you discuss with us.
1. Personal data we collect
- When you contact us: your name, business name, phone or WhatsApp number, email address, what you need, how you heard about us, details about your business (such as industry, team size, budget and timeline), and anything you write in your message.
- When we work together: billing details, project communications, and the content and access details you give us to build your website or system.
- When you browse this site: your theme, language and animation preferences are saved in your own browser and are not sent to us. Our hosting provider may keep standard technical logs (such as IP address and browser type) for security. Fonts are loaded from Google Fonts, which means Google receives your IP address. We do not currently use analytics or advertising cookies. If that changes, we will update this notice first.
2. Why we use it
- To reply to your enquiry and arrange a discovery call.
- To prepare quotations, deliver projects, provide support and send invoices.
- To keep records required by law, such as tax and accounting records.
- To understand which channels bring us enquiries, using the "How did you hear about us?" answer.
- To send you updates or offers, only if you have agreed to receive them.
3. Is giving us your data compulsory?
Your name, phone or WhatsApp number and email are needed for us to reply to your enquiry. If you don't provide them, we won't be able to contact you. Everything else on the form is optional.
4. Who we share it with
We do not sell or rent your personal data. We share it only with:
- Service providers who help us run the business, such as website hosting, email, cloud storage, messaging (for example WhatsApp) and payment providers.
- An AI service (Anthropic's Claude) that we use to summarise new enquiries so we can reply faster. It processes your enquiry on our behalf and does not use it to train its models.
- Professional advisers, such as our accountant or lawyer, where needed.
- Government or regulatory authorities, where we are required by law.
5. Transfers outside Malaysia
Some of our service providers store data on servers outside Malaysia. Where this happens, we use reputable providers and take reasonable steps to make sure your data receives a level of protection comparable to the PDPA.
6. How long we keep it
Enquiries that don't become projects are kept for up to 24 months after our last contact, then deleted. Client records are kept for as long as the project and any support continue, and afterwards for as long as the law requires, for example for tax and accounting purposes.
7. How we protect it
We use access controls, strong passwords and two-factor authentication on the services we use, and we limit access to people who need it. If a personal data breach occurs, we will notify the Personal Data Protection Commissioner and, where there is a risk of significant harm, the people affected, as the PDPA requires.
8. Data we handle for our clients
When we build or maintain a system for a client, such as a tuition centre's student records, the client decides how that data is used. We process it only on the client's instructions, keep it secure, and do not use it for our own purposes. Questions about that data should go to the business that collected it.
9. Your rights
Under the PDPA you can:
- Ask for access to the personal data we hold about you.
- Ask us to correct data that is inaccurate, incomplete or out of date.
- Withdraw your consent, or ask us to limit how we use your data, including for marketing.
- Ask us to transfer your data to another organisation, where this applies and is technically feasible.
Email hello@transfomind.com with your request. We will respond within 21 days. We may need to confirm your identity first.
10. Marketing messages
We will only send you marketing messages if you have agreed to receive them. You can opt out at any time by replying "STOP" or emailing us.
11. Children
This website and our services are intended for businesses. We do not knowingly collect personal data directly from anyone under 18.
12. Changes to this notice
We may update this notice from time to time. The "last updated" date at the top shows when it was last changed.
13. Contact us
For any question or complaint about your personal data, contact us at hello@transfomind.com or [registered business address].
This notice is available in English, Bahasa Melayu and Chinese.