Privacy Policy

1. Personal Data We Collect

Depending on how you use the Services, we may collect the following categories of Personal Data:

• Account and profile data: for RENs and users, your name, email address, phone number, password (stored in hashed form), profile photo, agency details, and your registration number with the Board of Valuers, Appraisers, Estate Agents and Property Managers (LPPEH) where applicable.
• Property owner and tenant data: records you enter about the people you deal with, such as their names, contact numbers, email addresses, WhatsApp numbers, and any secondary or emergency contact details.
• Rental asset and agreement data: property addresses and descriptions, tenancy and agreement details, rental amounts, start and expiry dates, and related documents or photographs you upload.
• Communication and messaging data: WhatsApp phone numbers, notification and reminder templates, and the content and delivery status of reminders and messages dispatched through the Services.
• Billing and payment data: subscription plan, billing history, invoices, referral records, and transaction details processed through our third-party payment gateway. We do not store your full card or banking credentials on our systems.
• Connection credentials: where you connect your own email (SMTP) or WhatsApp gateway, the associated configuration and credentials, which are encrypted before storage.
• Technical and usage data: IP address, device and browser information, log data, audit records of actions taken in your account, and information collected through cookies and similar technologies.

2. How We Collect Your Personal Data

We collect Personal Data in the following ways:

• Directly from you: when you register an account, complete your profile, add property owners, tenants, assets, or agreements, configure reminders, upload documents, subscribe to a plan, refer others, or contact us for support.
• Automatically through your use of the Services: through cookies, server logs, and audit records that capture how you interact with the Services.
• From other sources: such as our referral programme, our payment gateway, and publicly available or official registries (for example, LPPEH registration records used to verify negotiator credentials).

Where you provide us with Personal Data about another individual (for example, a property owner or tenant), you confirm that you are authorised to share that information with us and that the individual is aware of and consents to its use as described in this Policy.

3. Sensitive Personal Data

“Sensitive Personal Data” includes information such as national identification numbers, and data concerning health, religious or other beliefs. We do not require Sensitive Personal Data to provide the core Services, and we collect or process it only where you choose to provide it or where it is necessary to comply with a legal or regulatory requirement, and in each case only with your explicit consent where the law requires it.

4. How We Use Your Personal Data

We use Personal Data for the following purposes:

• to create and administer your account and provide the Services;
• to manage your property, owner, tenant, and agreement records, and to schedule and dispatch agreement-expiry and follow-up reminders on your behalf, including via WhatsApp and email;
• to verify identity and eligibility, including negotiator credentials;
• to process subscriptions, payments, invoices, and referrals;
• to provide customer support and respond to your enquiries;
• to maintain the security, integrity, and reliability of the Services, including audit logging and fraud prevention;
• to analyse and improve the Services and develop new features;
• to send you service, transactional, and (where you have consented) marketing communications; and
• to comply with our legal obligations and enforce our terms.

5. Disclosure of Your Personal Data

We may disclose Personal Data to the following categories of recipients:

• Recipients of your reminders and messages: the property owners, tenants, or other contacts you choose to communicate with through the Services.
• Service providers: third parties who support the Services, such as our hosting provider, payment gateway, WhatsApp and messaging delivery infrastructure, email/SMTP providers, and SMS/OTP providers, acting on our instructions.
• Our group and professional advisers: HOI Services Sdn Bhd, its related corporations, and our legal, accounting, and other professional advisers, where relevant.
• Authorities and legal recipients: governmental, regulatory, or law-enforcement bodies where required or permitted by law, or to protect our rights, users, or the public.

We do not sell your Personal Data. Where we engage service providers, we require them to protect your Personal Data consistent with this Policy and applicable law.

6. Data Retention

We retain Personal Data for as long as your account remains active and for as long as is necessary to fulfil the purposes described in this Policy, including to provide the Services, comply with our legal, tax, and accounting obligations, resolve disputes, and enforce our agreements. When Personal Data is no longer required, we will take reasonable steps to delete or anonymise it.

7. Data Security

We take reasonable technical and organisational measures to protect Personal Data against loss, misuse, and unauthorised access, disclosure, alteration, or destruction. Passwords are stored in hashed form, and sensitive stored credentials (such as SMTP and WhatsApp gateway credentials) are encrypted. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your account credentials confidential.

8. International Transfer of Data

Some of our service providers may store or process data outside Malaysia. Where Personal Data is transferred outside Malaysia, we take reasonable steps to ensure it continues to be protected in accordance with this Policy and applicable law. By using the Services, you consent to such transfers where necessary to provide the Services.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to operate the Services, keep you signed in, remember your preferences, and understand how the Services are used. You can adjust your browser settings to refuse or limit cookies, but some features of the Services may not function properly as a result.

10. Your Rights

Subject to the PDPA and applicable law, you have the right to request access to and correction of your Personal Data, to withdraw consent to certain processing, and to limit the processing of your Personal Data. You may also opt out of marketing communications at any time. To exercise these rights, please contact us using the details below. We may need to verify your identity before acting on your request, and some requests may be subject to legal limitations.

11. Third-Party Links and Services

The Services may contain links to, or integrate with, third-party websites and services that are not operated by us. This Policy does not apply to those third parties, and we are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party services you use.

12. Changes to This Policy

We may update this Policy from time to time. Any changes take effect once the updated Policy is posted on this page, and the “Effective date” above will be revised accordingly. Your continued use of the Services after any change indicates your acceptance of the updated Policy.

13. Contact Us

If you have any questions, concerns, or requests regarding this Policy or your Personal Data, please contact us: