We are committed to protecting your personal data in line with the principles of fairness, transparency, and accountability. This Privacy Policy explains how we collect, use, disclose, store, and otherwise process your personal data when you visit our website prooffice.com.my (the “Website”), engage with our products or services, or otherwise interact with us (collectively, “Services”).
By accessing or using our Website or Services, you represent that you have read and understood this policy and consent to our processing of your personal data in accordance with this policy.
Who we are
Company name: Pro Office Solutions Sdn Bhd
Head office / contact: Menara Insignia (formerly Menara HeiTech), USJ 1, Subang Jaya, Malaysia.
Pro Office Solutions
Nature of business: We are a software development company specialising in digitising documents and providing digital solutions, with over 20 years of industry experience.
The personal data we collect
We may collect the following types of personal data when you interact with us:
Contact & identification information: such as your name, email address, phone number, company/organisation name, job title.
Usage data: information on how you use our Website or Services, including IP address, browser type, device information, access times, pages visited, referring/exit pages, click-counts.
Transactional data: if you engage in our products/services (e.g., purchase, subscription), we may collect contract data, billing/shipping information (if applicable), payment data (note: processed by relevant payment providers).
Communications data: any correspondence you send us (e.g., via contact forms, email, support requests).
Other data: if you provide other personal data to us (for example when applying for work, requesting demo, or entering into a service agreement).
How we use your personal data
We will use your personal data for the following purposes:
To provide, maintain and improve our Website, products and services.
To respond to your enquiries, requests or support needs.
To manage the relationship with you (e.g., account management, billing, payments, contractual obligations).
For marketing and communication purposes — for instance, sending you updates, newsletters, or offers (subject to your consent where required).
To analyse usage of the Website and Services, monitor trends, improve user experience.
To comply with legal obligations and protect our rights (for example, for audit, tax, dispute resolution, fraud prevention).
For internal record-keeping, and other legitimate business interests, provided such interests are not overridden by your rights.
Legal basis for processing (for relevant jurisdictions)
Where applicable (for example under Malaysian law or other jurisdictions), we rely on one or more of the following legal bases:
Your consent – where you have given consent to our processing of your personal data for one or more specific purposes.
Performance of a contract – processing is necessary for our performance of a contract with you, or to take steps at your request before entering into a contract.
Compliance with a legal obligation.
Disclosure of personal data
We may disclose your personal data:
To our service providers and subcontractors who help us with our business activities (e.g., IT hosting, analytics, payment processing, customer support).
To our related companies, affiliates or business partners (where relevant).
To third parties in the event of a sale, merger, reorganisation, dissolution, or similar event involving all or part of our business.
When required by law or in response to valid legal process, or to protect our rights, property or safety (or that of others).
With your consent or as directed by you.
We will ensure that any third party who handles your personal data on our behalf is under a duty of confidentiality and complies with appropriate security measures.
Data retention
We will retain your personal data for as long as necessary to fulfil the purposes for which it was collected (as set out in Section 4), and thereafter for the period permitted or required by applicable law (for example, to comply with tax, accounting or other regulatory obligations).
If you ask us to delete your personal data (or withdraw consent) and there is no legitimate reason for us to retain it, we will take reasonable steps to delete or anonymise your personal data.
Your rights
Depending on applicable laws, you may have certain rights in respect of your personal data, including:
The right to access your personal data and receive a copy of it.
The right to rectify or update inaccurate or incomplete personal data.
The right to erase or delete personal data (in certain circumstances).
The right to restrict or object to certain processing.
The right to data portability – to receive your personal data in a structured, commonly used and machine-readable format (where applicable).
If processing is based on your consent, the right to withdraw consent at any time (without affecting the lawfulness of prior processing).
The right to lodge a complaint with the relevant data protection authority if you believe your personal data is being processed unlawfully.
To exercise any of these rights, please contact us (see Section 11).
Security
We implement reasonable technical and organisational security measures to protect your personal data against unauthorised access, disclosure, loss or destruction. Nonetheless, no internet transmission or method of electronic storage is 100% secure — so we cannot guarantee absolute security.
If there is a data breach that is likely to result in a high risk to your rights and freedoms, we will notify you and the relevant authority in accordance with applicable law.
Links to other websites
The Website may contain links to other websites operated by third parties. This Privacy Policy applies only to our Website and Services; we are not responsible for the privacy practices or content of external sites. We encourage you to review the privacy policies of those third-party sites.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time — for example, to reflect changes in our business or legal/regulatory requirements. We will publish the updated version on the Website with the “effective date” updated accordingly. Your continued use of the Website or Services following such updates indicates your acceptance of the updated policy.