This notice explains how Propkita Technology Sdn Bhd (registration number 202401031331 (1577180-V)), the operator of PropKita (“we”, “us” or “our”), processes personal data in line with Malaysia’s Personal Data Protection Act 2010 and the regulations, guidelines and orders made under it, as amended from time to time (the “PDPA”).
By providing personal data to us, or by continuing to use this website or PropKita services, you confirm that you have read and understood this notice and agree to us processing your personal data as described here. If you do not agree to this notice or any update to it, we may not be able to provide all of our services to you, and you may need to stop using the website or end the relevant agreement with us.
1. Who This Notice Applies To
This notice applies to personal data about individuals we deal with, including website visitors, people who submit an enquiry, customers, authorised management users, residents who use PropKita services, vendors, suppliers, service providers, business partners, job applicants and employees.
A property’s management body may also be responsible for personal data it enters into PropKita. Contact your property management team first for unit- or account-specific requests.
2. Personal Data We Collect
“Personal data” means information in our possession or control that relates directly or indirectly to an individual who is identified or identifiable from that information, alone or with other information we hold. Depending on why it is collected, this may include your name, address, telephone number, identification or passport number, date of birth, photograph, email address and household information. It may also include sensitive personal data as defined in the PDPA, such as information about physical or mental health or religious beliefs.
Website enquiries may include your organisation or property, role, site information and the details you choose to provide. PropKita services may process account, billing, visitor, vehicle, facility, maintenance and other property records according to the modules configured for a property. We may also receive technical information such as device, browser, IP address and service logs.
We may collect personal data, for example, when you:
- register your details on our website, apps or dashboard;
- complete a purchase order, request or application for our products or services, whether by phone, in person, by post or electronically;
- contact us through customer service, social media, email, telephone, post or in person;
- carry out certain transactions, such as refunds;
- take part in our promotions, competitions, contests, lucky draws, events, seminars, roadshows, surveys or other research; or
- apply for a job with us. With your permission, we may also collect information about you from your nominated referees.
We may also receive personal data from third parties, credit reference bodies, regulatory and law enforcement authorities and publicly available sources, for example to deliver our products and services, perform agreements or meet legal and regulatory obligations.
3. How We Use Personal Data
We may process personal data for the purposes for which it was collected, including to:
- communicate with you, respond to enquiries and complaints, and resolve issues or disputes;
- assess, process and provide products, services and facilities, and maintain and improve our customer relationships;
- administer and process payments and give effect to commercial transactions with you, such as a tender award, contract for service or tenancy agreement;
- establish your identity and background, and conduct credit reference checks where needed to provide products, services or facilities;
- send you information and updates about our products, services, promotions and events, and those of selected third parties that may interest you, including seasonal greetings and invitations to events and product launches;
- carry out direct marketing by SMS, phone call, email, fax, mail, social media or other appropriate channels;
- run and administer events, contests, promotions and campaigns, and monitor and improve our events, products and services;
- conduct market research, surveys, internal marketing analysis, customer profiling, and statistical and trend analysis, whether individually or with data about other individuals;
- maintain internal records and for internal administration;
- share personal data with our auditors for internal audit and reporting, and for audit, risk management and security purposes;
- share personal data as needed to obtain legal or financial advice or to begin legal action under an agreement you have entered with us;
- share personal data with business and joint venture partners to develop products or services or run marketing campaigns, and with insurers and financial institutions where needed to obtain insurance or credit facilities;
- detect, investigate and prevent fraudulent, prohibited or illegal activity;
- perform our obligations and enforce or defend our rights and yours under agreements and applicable law, including transferring or assigning our rights and obligations under those agreements;
- meet legal and regulatory requirements and make disclosures required by any applicable law, regulation, direction, court order, by-law, guideline, circular or code;
- carry out verification and background checks as part of recruitment and selection; and
- other purposes needed to operate, maintain and manage our business and our relationship with you, which we will tell you about when we ask for your consent.
If you do not consent to us processing your personal data for one or more of these purposes, please tell us using the contact details in section 14. Where consent is required, you may withdraw it as described in section 12.
4. If You Do Not Provide Personal Data
Some personal data is mandatory and some is voluntary, depending on the purpose for which it is collected. Where personal data is mandatory and you do not provide it, or you do not consent to this notice, we may not be able to provide products or services to you or otherwise deal with you.
5. Cookies and Analytics
This website uses cookies and Google Analytics to understand aggregate website use and improve our services. Analytics loads when you visit the website. The cookie notice provides information about this use; selecting “I understand” dismisses the notice. Essential browser storage remembers that you dismissed it. You can reopen the notice through “Cookie notice” in the footer.
6. Disclosure of Personal Data
We will not sell, rent, transfer or disclose your personal data to any third party without your consent. However, for one or more of the purposes in section 3, we may disclose personal data to:
- companies in our group, in Malaysia or overseas;
- your immediate family members or emergency contact person, as notified to us;
- our successors in title;
- people we engage to fulfil our obligations to you who are under a duty of confidentiality or have agreed to keep your personal data confidential;
- our auditors, consultants, lawyers, accountants and other professional advisers, on a strictly confidential basis;
- parties we appoint, alone or with other service providers, to establish and maintain a common database where we have a legitimate common interest;
- data centres and servers inside or outside Malaysia, for data storage or otherwise;
- payment channels, financial institutions, merchants and credit card organisations, to assess, verify and process payments and commercial transactions;
- financial institutions and insurers, where needed to obtain credit facilities or insurance policies;
- joint venture and business partners, suppliers, vendors, contractors, data processors, agents and other service providers that support our business, such as customer service centres, telecommunication, logistics and information technology companies;
- government agencies, law enforcement agencies, courts, tribunals, regulators, ministries, statutory bodies and local authorities in any jurisdiction, where required or authorised by law;
- any party to actual or prospective legal proceedings;
- third-party credit reporting or employment agencies, as part of recruitment and selection;
- the general public, if you win a contest, by publishing your name, photograph and other personal data for advertising and publicity without compensation; and
- a third party and its advisers or representatives in connection with a potential, proposed or actual sale or disposal of any of our business or interests, merger, acquisition, consolidation, reorganisation, funding exercise, asset sale or winding-up.
You acknowledge that these disclosures and transfers may occur and permit us to make them so that we can operate and maintain our business and carry out the purposes in section 3.
7. Transfers Outside Malaysia
Our information technology storage facilities and servers may be located outside Malaysia, and your personal data may be stored on, disclosed or transferred to entities outside Malaysia, including when you access this website from another country. These countries may not offer the same level of data protection as Malaysian law.
You expressly consent to us transferring your personal data outside Malaysia for the purposes in this notice. We will take reasonable steps to ensure that third parties outside Malaysia use your personal data only for those purposes and adequately protect its confidentiality and privacy.
8. Accuracy of Personal Data
We aim to keep personal data accurate, complete, up to date and not misleading, which depends largely on the information you give us. As a condition of providing products, services and facilities to you, you:
- confirm that all personal data you submit to us is accurate, not misleading, up to date and complete, that you have not withheld any material personal data, and that we may rely on it as accurate when processing it; and
- agree to tell us promptly, using the contact details in section 14, if any personal data you have given us becomes inaccurate, incomplete, misleading or outdated, or changes in any way.
9. Retention
We retain personal data while the purpose for which it was collected continues. When it is no longer needed, we destroy it from our records and systems in line with our retention policy, unless we must keep it longer to meet operational, legal, regulatory, tax or accounting requirements.
10. Security
We are committed to storing personal data securely. Where practicable, we use appropriate technical, physical, electronic and procedural safeguards, in line with applicable law and industry standards, to protect personal data against unauthorised or unlawful processing and against accidental loss, destruction, damage, alteration, disclosure or access. We update these measures from time to time and require authorised third parties to use personal data only for the purposes in this notice.
Our employees, business partners, agents, contractors, vendors, suppliers, data processors and service providers who have access to personal data are obliged to keep it confidential.
The internet is not a secure medium. Communications such as email are not secure unless encrypted, and may pass through several countries before delivery. We cannot accept responsibility for unauthorised access to, interception of or loss of personal data that is beyond our reasonable control.
11. Family Members and Minors
If you give us personal data about your family members, spouse, dependants or other individuals, you confirm that you have told them their personal data will be provided to and processed by us, and that you have their consent to that processing, including disclosure and transfer, in line with this notice.
For minors (individuals under 18) or individuals who are not legally able to give consent, you confirm that they have appointed you to act and consent on their behalf to the processing of their personal data in line with this notice.
12. Your Rights
Subject to the exceptions in the PDPA, you may:
- request access to, or a copy of, your personal data held by us. We may charge a fee permitted by the PDPA to cover the administrative cost of an access request;
- request that we update or correct your personal data;
- ask us to limit the processing and use of your personal data, for example by asking us to stop sending you marketing materials or contacting you for marketing purposes; and
- withdraw, in full or in part, consent you have given us, by written notice, subject to applicable legal restrictions, contractual conditions and a reasonable time for the withdrawal to take effect.
We may refuse an access or correction request on grounds permitted by law, for example where the cost of providing access is disproportionate to the risk to your privacy, or where the rights of others would be affected. Withdrawing consent may have legal consequences: depending on its extent, we may not be able to continue our relationship with you, and your contract with us may have to be terminated. We may need to verify your identity before acting on a request.
13. Third-Party Websites and Apps
If this website links to other websites, those websites are not covered by this notice, and we are not responsible or liable for them. If you subscribe to an application, content or product from one of our partners and give your personal data directly to that partner, it is governed by that partner’s privacy policy, not this notice. We recommend reading the privacy policies of other websites before submitting personal data to them. See also our Website Terms & Conditions.
14. Contact and Updates
For questions about this notice, complaints, or requests to access or correct your personal data, contact our Data Protection Officer:
- Email: [email protected]
- Telephone: +603 8408 1900 / +6011 1869 6043
- Post: Data Protection Officer, Propkita Technology Sdn Bhd (202401031331 (1577180-V)), Suite 1, Unit C-3-1, Signature Office Unit, BIRO, Cybersquare, Jalan Teknokrat 6, Cyber 5, 63000 Cyberjaya, Selangor
We may update this notice from time to time. We will announce changes on this website or by other appropriate means and publish the revised date on this page. Changes take effect when notified, and continuing to use our services or this website after that means you accept them.