Privacy notice

1. Who we are

This privacy notice explains how Sindoh Marketing (M) Sdn Bhd (1147422-K) (“Sindoh Malaysia”, “we”, “us”) collects, uses, shares and protects personal data, in line with Malaysia’s Personal Data Protection Act 2010 (PDPA). We are the authorised distributor of Sindoh office printers in Malaysia and are responsible for the personal data described here.

Address: No. 16, Jalan Astaka U8/82, Bukit Jelutong, 40150 Shah Alam, Selangor. Email: enquiry@sindoh.com.my. Phone: 03-7842 2139.

2. What this notice covers

It covers personal data we collect through this website, when you contact us by email, phone or WhatsApp, and when we sell, rent, lease, deliver, install or service equipment for you or your organisation. It does not cover other websites that we link to, which have their own privacy policies.

3. Personal data we collect

• Enquiry details: when you use our enquiry or quote form, your name, company, email address, phone number, state, the product or service you are interested in, and your message.
• Communications: what you tell us by email, phone or WhatsApp, including your name, number and the content of your messages.
• Customer and service records: contact persons, billing and delivery addresses, quotations, agreements, invoices and payment records, the equipment you use, meter readings and service history.
• Technical data: your IP address and basic browser information, which our web server records in its logs and which is included with each enquiry sent through the website. To stop spam, the website also keeps a scrambled (hashed) form of your IP address for about an hour.

4. Where we get it

Mostly from you: through the website, by email, phone or WhatsApp, at meetings, or under an agreement with us. Sometimes from your colleagues or organisation, for example when they name you as a contact person, or from public sources such as company registers and your organisation’s website.

5. Why we use it

• To reply to your enquiry and prepare quotations.
• To arrange demonstrations, delivery, installation, training, servicing, repairs and supplies.
• To manage sales, rental and lease agreements, billing and payments.
• To provide warranty and technical support, including with the manufacturer where needed.
• To keep our website and systems secure and to prevent spam, fraud and misuse.
• To improve our products, services and website.
• To send you news and offers about our products and services, only if you agree to receive them.
• To meet our legal, accounting, tax and regulatory obligations, and to establish or defend legal claims.

6. Do you have to give it to us?

Fields marked as required on our forms are needed so we can respond to you. Other details are optional. If you do not provide the information we need, we may not be able to reply, prepare a quote, or provide a product or service.

7. Who we share it with

We do not sell personal data. We share it only as needed for the purposes above, with:

• Our staff and authorised service technicians.
• Service providers who work for us, such as our website host, email providers, IT support, couriers and delivery partners, under obligations to protect the data.
• Sindoh Co., Ltd., the manufacturer, where needed for warranty claims or technical support.
• Finance or leasing providers, if you choose a lease or financing arranged through them.
• Our professional advisers, such as auditors and lawyers.
• Government agencies, regulators, courts or law enforcement, where the law requires it.
• A buyer or successor of our business, if our business or its assets are transferred.

8. Third-party services on this website

Some features of this website are provided by other companies, which may collect data under their own policies:

• WhatsApp (Meta): our chat button opens WhatsApp with your message. Nothing is sent until you press send in WhatsApp, and WhatsApp then handles your message and phone number under its own terms.
• Google Maps: the map on our About page is loaded from Google, which receives your IP address and may set cookies.
• Google Fonts: our typefaces are loaded from Google, which receives your IP address and browser information.

9. Cookies

This website does not set its own cookies for visitors, and we do not currently use analytics or advertising cookies. Third-party services listed above, such as Google Maps, may set their own. You can block or delete cookies in your browser settings. If we start using analytics or other cookies, we will update this notice first.

10. Transfers outside Malaysia

Some of our service providers, and the services listed above, may store or process data outside Malaysia. When this happens, we take the steps the PDPA requires so that the data is protected to a standard comparable to Malaysian law, for example by choosing providers with appropriate safeguards and contractual protections.

11. How we protect it

We use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, change or disclosure. These include encrypted connections (HTTPS) on this website, limiting access to staff who need it, and requiring our service providers to protect the data. No system is completely secure. If a personal data breach occurs, we will act on it promptly and notify the Personal Data Protection Commissioner and affected people where the law requires.

12. Data on your equipment

Office printers can store documents, address books and settings. Our technicians access equipment only as needed to install, service or repair it, and do not copy or keep your documents. Before a machine is returned, traded in or replaced, ask us about clearing its stored data; see our guide on clearing data from a copier.

13. How long we keep it

We keep personal data only for as long as needed for the purposes above. Enquiries that do not lead to business are deleted when they are no longer needed. Customer, agreement and accounting records are kept for as long as the law requires, generally seven years after the relevant transaction. After that, we delete or anonymise the data securely.

14. Your rights

Under the PDPA, you may:

• Ask for access to the personal data we hold about you.
• Ask us to correct data that is inaccurate, incomplete, misleading or out of date.
• Withdraw your consent, or ask us to limit how we process your data.
• Ask us to stop using your data for direct marketing, at any time.
• Ask us to transmit your data to another organisation, where the PDPA gives you this right.

To make a request, email enquiry@sindoh.com.my with the subject “Personal data request”. We may need to confirm your identity first, and may charge a fee for access requests where the law allows. We will respond within the time the PDPA sets. If you withdraw consent, we may not be able to continue some services.

15. Marketing

We send marketing messages only if you agree to receive them. Every marketing email tells you how to unsubscribe, and you can opt out at any time by contacting us.

16. Children

Our website and services are for businesses and organisations, not children. We do not knowingly collect personal data from anyone under 18.

17. Changes to this notice

We may update this notice from time to time. The latest version is always on this page, with the date it was last updated.

18. Contact us

For questions or complaints about how we handle personal data, contact us at enquiry@sindoh.com.my, 03-7842 2139, or write to Sindoh Marketing (M) Sdn Bhd, No. 16, Jalan Astaka U8/82, Bukit Jelutong, 40150 Shah Alam, Selangor. If you are not satisfied with our response, you may contact the Personal Data Protection Commissioner of Malaysia.