Privacy Policy

Introduction

Meridian Quill is committed to protecting your personal information and respecting your privacy. This policy explains how we collect, use, and safeguard data when you interact with our services or website.

By using our website or engaging our services, you consent to the practices described in this policy. If you have questions about how we handle your data, please contact us at [email protected].

This policy applies to information collected through our website, during consultations, and through other interactions with Meridian Quill.

Information We Collect

We collect information that you provide directly to us, including:

Contact Information: When you fill out inquiry forms or contact us, we collect your name, email address, phone number, and any message content you provide. This information is necessary to respond to your inquiries and schedule consultations.

Engagement Information: During advisory engagements, we collect information relevant to the services we provide, which may include organizational documents, financial data, governance materials, and other information you share with us in the course of our work.

Website Usage Data: We automatically collect certain information when you visit our website, including your IP address, browser type, pages viewed, time spent on pages, and referring website. This data helps us understand how visitors use our site and improve the user experience.

Cookies and Tracking: We use cookies and similar technologies to recognize your browser and remember your preferences. For detailed information about our cookie practices, please see our Cookie Policy.

How We Use Your Information

We use the information we collect for the following purposes:

Service Delivery: To provide advisory services, conduct assessments, prepare deliverables, and fulfill our contractual obligations to clients.

Communication: To respond to inquiries, schedule consultations, send engagement updates, and provide information about our services that may be relevant to you.

Website Improvement: To analyze how visitors use our website, identify technical issues, and enhance site functionality and content.

Legal Compliance: To comply with applicable laws, regulations, and professional standards that govern our practice.

We process personal data based on your consent, contractual necessity, our legitimate business interests, and legal obligations. We do not use your personal information for purposes unrelated to those described here without obtaining your explicit consent.

Data Sharing and Disclosure

We maintain strict confidentiality and do not sell, rent, or trade your personal information. We may share your information in limited circumstances:

Service Providers: We may engage third-party service providers to assist with website hosting, email communications, or document storage. These providers are contractually bound to protect your information and use it only for specified purposes.

Professional Advisors: In some cases, we may share information with legal counsel, auditors, or other professional advisors who assist us in conducting our business. These parties are subject to confidentiality obligations.

Legal Requirements: We may disclose information if required by law, court order, or government regulation, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

We do not disclose client engagement information publicly or use client names in marketing materials without explicit written permission.

Data Security

We implement appropriate technical and organizational measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction.

Security Measures: Our security practices include encrypted data transmission, secure document storage systems, access controls limiting data access to authorized personnel, regular security assessments, and secure disposal of information when no longer needed.

Employee Training: Our team members receive training on data protection and confidentiality requirements. They are bound by professional obligations to maintain client confidentiality.

While we take reasonable steps to protect your information, no method of transmission or storage is completely secure. We cannot guarantee absolute security but remain committed to protecting your data using industry-standard practices.

Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law or professional standards.

Contact Inquiries: Information from general inquiries is retained for two years unless you request earlier deletion.

Engagement Records: Client engagement documentation is retained for seven years following engagement completion, in accordance with professional standards and regulatory requirements.

Website Analytics: Website usage data is retained for up to 26 months.

When information is no longer needed, we securely delete or anonymize it according to our data retention schedule.

Your Rights

Under Malaysian data protection law and applicable international regulations, you have certain rights regarding your personal information:

Right to Access: You may request confirmation of what personal information we hold about you and obtain a copy of that information.

Right to Correction: You may request correction of inaccurate or incomplete personal information.

Right to Deletion: You may request deletion of your personal information, subject to legal and professional retention requirements.

Right to Object: You may object to processing of your personal information for certain purposes, such as direct marketing.

Right to Data Portability: Where technically feasible, you may request transfer of your information to another service provider.

To exercise these rights, please contact us at [email protected]. We will respond to your request within 30 days. In some cases, we may need to verify your identity before fulfilling your request.

Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your browsing experience and analyze site usage.

Essential Cookies: These cookies are necessary for the website to function and cannot be disabled. They include session management and security features.

Analytics Cookies: We use analytics services to understand how visitors interact with our website. These cookies collect information about pages visited, time spent on site, and navigation patterns.

You can manage cookie preferences through your browser settings or our cookie preference center. For more detailed information, please refer to our Cookie Policy.

Third-Party Links

Our website may contain links to third-party websites or services that are not operated by Meridian Quill. This privacy policy does not apply to those external sites.

We encourage you to review the privacy policies of any third-party sites you visit. We are not responsible for the privacy practices or content of external websites.

International Data Transfers

Our operations are primarily based in Malaysia. If you are accessing our services from outside Malaysia, please be aware that your information may be transferred to and processed in Malaysia.

We ensure that any international data transfers comply with applicable data protection laws and that adequate safeguards are in place to protect your information.

Children's Privacy

Our services are intended for business organizations and professional audiences. We do not knowingly collect personal information from individuals under the age of 18.

If we become aware that we have collected information from someone under 18, we will take steps to delete that information promptly.

Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. When we make material changes, we will update the "Last Updated" date at the top of this policy.

We encourage you to review this policy periodically. Continued use of our services after changes indicates your acceptance of the updated policy.

Contact Us

If you have questions about this privacy policy or our data practices, please contact us:

Meridian Quill

33 Jalan Masjid India

50100 Kuala Lumpur

Malaysia

Email: [email protected]

For complaints or concerns about how we handle your personal data, you may also contact the Personal Data Protection Commissioner of Malaysia.