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PERSONAL DATA PROTECTION NOTICE

Your privacy is important to us. This Personal Data Protection Notice (“Notice”) explains how KAITE Property Management Sdn. Bhd. and its related and associated companies (“KAITE”, “we”, “us”, “our”) collect, use, process, store, disclose, transfer, and protect your personal data in accordance with the Personal Data Protection Act 2010 (“PDPA 2010”), the Personal Data Protection Standard 2015, and the Personal Data Protection (Amendment) Act 2024.

 

This Notice applies to all individuals who interact with KAITE, including but not limited to guests, customers, clients, vendors, suppliers, contractors, service providers, website/app users, contest participants, visitors, and other external parties.

 

We reserve the right to modify, update or amend the terms of this Notice at any time by placing the updated Notice on our website or platform. If we revise this Notice, we will notify the changes either through our website, or by sending a copy of the revised Notice to you by email or through other means as deemed fit.

 

In this Notice,

  • “Data Controller” means a person who either alone or jointly or in common with other persons processes any personal data or has control over or authorise the processing of any personal data.

  • “Data Processor” means any person, other than an employee of the Data Controller, who processes the personal data solely on behalf of the Data Controller, and does not process the personal data for any of their own purposes. All Data Processors engaged by us are required to comply with PDPA obligations and this Notice.

  • “Data Subject” means any individual who is the subject of personal data.

  • "KAITE" means KAITE Property Management Sdn. Bhd. (Company No. 1527950-A).

  • “Personal Data” means any information in our possession or control that relates directly or indirectly to you (or any other individual), to the extent that you (or such other individual) are identified or identifiable from that information or from other information in our possession.

  • “Sensitive Personal Data” means any personal data consisting of information as to physical or mental health or condition, political opinions, religious beliefs (or other similar beliefs), the commission or alleged commission of an offence, biometric data or any personal data prescribed under law as sensitive personal data.

 

1. Personal Data

1.1 What Personal Data We Collect

Depending on your relationship and interactions with us, we may collect the following categories of Personal Data:

  • Name, NRIC/passport number, date of birth, gender, nationality;

  • Contact details such as residential and mailing address, email address and telephone number;

  • Payment information, billing and delivery address, and transaction history;

  • Information about your bookings, check-in/check-out dates, duration of stay, booking platform profiles, vehicle registration numbers, and facilities utilised at our premises and managed properties;

  • Visual images or photographs captured via CCTV or video surveillance installed at the exterior, entrances, or common areas of our premises and managed properties for safety and security purposes, as well as identification copies provided for identity verification;

  • Username, password, IP address, browser type, and other identifiers or digital footprint automatically collected when you visit our website, mobile applications or booking platforms/portals;

  • Any other personal data provided by you, your authorised representative, or obtained lawfully from third parties.

 

1.2 How Your Personal Data Is Collected

Your Personal Data may be collected from one or more of the following sources, which are non-exhaustive and may apply to any interactions, transactions or dealings with us:

  • Information you provide directly to us or through third-party booking platforms, including any forms, enquiries, documents, agreements, contracts, bookings or applications submitted physically or online;

  • Online interactions, such as when you visit our website, mobile application, online booking portals, or official social media pages;

  • Communications with us, including emails, telephone calls, SMS, WhatsApp, online chat, social media messages or customer service channels;

  • CCTV recordings, security systems, and access control logs when you enter our premises;

  • Business transactions, including supply of goods and services, vendor onboarding, tender submissions, and other business engagements with us;

  • Third-party sources, including business partners, affiliates, service providers, credit reference agencies, background screening providers, or publicly accessible sources.

 

1.3 Purpose of Collecting and Processing Your Personal Data

Your Personal Data may be collected, used, and processed for one or more of the following purposes:

  • To verify your identity and to process, communicate and manage your requests, enquiries, bookings, purchases, registrations or transactions;

  • To provide, operate, administer, and deliver the services, customer supports, products, facilities, and/or solutions requested by you;

  • To manage customer relationships, including service support, assistance, feedbacks and communications relating to your interactions with us;

  • For administrative purposes, including billing, payment processing, refunds, claims and debt collection;

  • To conduct research, surveys and statistical analysis, and service improvement initiatives;

  • To send your promotional offers, surveys, or marketing materials regarding our services (subject to your consent or opt-out rights);

  • To maintain safety and security at our managed properties (via CCTV and access logs);

  • To comply with applicable laws, regulations, directives, or lawful requests from government, regulators, or enforcement authorities;

  • For internal functions, including governance, audit, compliance, risk management, security monitoring, fraud prevention, and business continuity; and

  • For any other purpose directly related to the above, or for any purpose to which you have given your consent.

 

Certain Personal Data that we request is obligatory to enable us to provide products or services, enter into contracts or business arrangements, process payments and fulfil statutory requirements, and comply with regulatory obligations; failure to provide such information may affect our ability to provide the requested services or proceed with transactions, while all other personal data is provided voluntarily.

 

1.4 Sensitive Personal Data

  • If you voluntarily provide Sensitive Personal Data to us, you explicitly consent to us processing it in accordance with this Notice.

 

2. Disclosure

Your Personal Data may be disclosed to the following classes of third parties on a need‑to‑know basis, when necessary, and in compliance with PDPA requirements, including but not limited to:

  • Our associated and related companies;

  • Business partners, joint‑venture partners, vendors, suppliers, agents, and appointed service providers (including IT, cloud hosting, cybersecurity, marketing, logistics, courier, customer support, and call‑centre services);

  • Payment gateways, banks, financial institutions, or payment processors;

  • Local councils, joint management bodies (JMB/MC) of the buildings, and law enforcement agencies when required by law;

  • Auditors, consultants, insurers, legal advisers, and other professional advisers;

  • Government ministries, statutory bodies, regulators, or enforcement agencies as required by law or regulatory obligations; and

  • Any party authorised by you or otherwise permitted under the PDPA.

 

All disclosures will be made under appropriate confidentiality obligations and subject to reasonable security safeguards to protect your Personal Data against unauthorised access, use or disclosure.

 

3. Transfer of Personal Data Outside Malaysia

Your Personal Data may be transferred, stored, or accessed outside Malaysia for processing, hosting, backup, or other business-related purposes. When such transfers occur, we will ensure that the receiving party provides a level of protection that is comparable to the requirements of the PDPA and that appropriate safeguards are in place to protect your Personal Data.

 

4. Accessing and Updating Your Personal Data

4.1 Your Responsibility to Provide Accurate Information

You are responsible for providing accurate and complete information. If the information relating to yourself or others (e.g., your spouse, children, relatives, nominees, guests, co-guests or other third parties) becomes outdated or incorrect, please notify us promptly. You confirm that you have obtained the necessary consent or authority to submit the Personal Data of these individuals to us.

 

4.2 Your Rights

As a Data Subject, you have the right to:

  • access the Personal Data we hold about you;

  • request the update or rectification of inaccurate, incomplete, or outdated Personal Data;

  • withdraw your consent to the processing of your Personal Data (subject to any applicable contractual or legal restrictions);

  • opt out of receiving marketing or promotional communications from us; and

  • make enquiries or lodge a complaint regarding how your Personal Data is handled.

 

Requests may be submitted in writing by completing the online Data Subject Rights Request Form, or by downloading and submitting the completed form via the contact details provided below.

 

4.3 Our Response to Your Request

Upon receipt of your written request, we may:

  • comply with your request or refuse it (with reasons provided for any refusal); and

  • charge a reasonable fee for processing your request for access or rectification, where permitted by law.

 

5. Limiting the Processing of Your Personal Data

If you wish to opt out of receiving marketing materials or request that we cease processing your Personal Data for specific purposes, please notify us in writing (see Section 8).

 

In the absence of written notification from you, we will deem that you consent to the processing, use, and disclosure of your Personal Data in the manner, to the extent, and within the scope set out in this Notice. Please be aware that limiting such processing may result in our inability to provide the requested services or proceed with transactions.

 

6. Personal Data Retention

We will retain your Personal Data only for as long as necessary to fulfil the purposes for which it was collected, or as required under applicable laws and regulations. Once retention is no longer required, your Personal Data will be securely and permanently deleted.

 

7. Security Measures

We implement reasonable and appropriate technical, organisational, and physical safeguards to protect your Personal Data against unauthorised access, disclosure, alteration, or destruction. These safeguards include access controls, secure IT systems, cybersecurity measures, confidentiality obligations, and physical and electronic security controls.

 

8. How to Contact Us

You may contact us in relation to data protection and this Notice through:

KAITE Property Management Sdn. Bhd.
Lot 09-09, 9th Floor, Wisma Cosway
88 Jalan Raja Chulan

50200 Kuala Lumpur, Malaysia

Tel: +6018-266 0089

Email: compliance@kaite.com.my

 

NOTE:

In the event of any discrepancies or inconsistencies between the English version and the Bahasa Malaysia version of this Notice, the English version shall prevail.

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