Privacy Policy

1. About This Policy

This policy applies to personal data collected through the Setia Bicara website (hosted at setiabicara.live), via email, phone, and in-person during client consultations. It covers all data processing activities carried out by the firm in connection with legal services for family matters.

We process personal data in accordance with the Personal Data Protection Act 2010 (PDPA) of Malaysia. By submitting an enquiry or engaging our services, you acknowledge this policy.

2. Data We Collect

We may collect the following categories of personal data:

• Identity data: name, initials, gender
• Contact data: email address, phone number, postal address
• Case-related data: information you provide about your family situation during consultations or correspondence
• Technical data: IP address, browser type, pages visited (collected via analytics cookies where consent is given)
• Communications data: records of emails, calls, and meeting notes

We do not collect special categories of data (such as health, religion, or financial data) unless directly relevant to your legal matter and provided voluntarily by you.

3. How We Collect Data

• Contact forms on our website when you submit an enquiry
• Direct correspondence via email, telephone, or in-person meetings
• Website analytics where cookies are accepted (see our Cookie Policy)
• Third-party referrals from other legal professionals or existing clients (with appropriate basis)

4. Legal Basis for Processing

We process your personal data on the following bases under the PDPA 2010:

• Consent: when you submit a contact form or subscribe to communications
• Contract: to deliver legal services you have engaged us for
• Legitimate interests: for internal administration, record-keeping, and improving our services
• Legal obligation: where required by law, court orders, or professional regulatory requirements

5. How We Use Your Data

• Responding to your enquiries and scheduling consultations
• Providing and administering legal services in connection with your family matter
• Maintaining client files and case records as required by professional obligations
• Sending service updates, appointment reminders, or follow-up correspondence
• Improving our website and services based on aggregated analytics data
• Complying with legal, regulatory, or court-mandated requirements

We do not sell, rent, or trade your personal data to third parties for marketing purposes.

6. Sharing Your Data

We may share personal data with:

• Opposing parties and their legal representatives as required in the course of legal proceedings
• Courts, tribunals, and relevant Malaysian authorities where required by legal process
• Mediators and other professionals engaged in relation to your matter, with your knowledge
• Website service providers (such as analytics or hosting providers) under data processing agreements

All third parties are required to process data lawfully and in accordance with our instructions.

7. Data Security

We take reasonable technical and organisational measures to protect personal data from unauthorised access, disclosure, or loss, including:

• Secure email communication and encrypted data storage where applicable
• Access controls limiting who within the firm can view client files
• Physical security measures for paper-based client records
• Regular review of data handling practices

8. Data Retention

We retain client data for as long as is necessary for legal and professional purposes:

• Active client files: retained throughout the duration of the engagement
• Closed client files: retained for a minimum of 7 years after closure, as required by professional obligations
• Website enquiry data: retained for up to 12 months if no engagement follows
• Analytics data: retained for up to 26 months in aggregated form

9. Your Rights

Under the Personal Data Protection Act 2010, you have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete data
• Withdraw consent for processing based on consent (this will not affect prior lawful processing)
• Limit the use of your data in certain circumstances
• Enquire about how your data is being used

To exercise any of these rights, contact us at [email protected]. We will respond within 21 days.

10. Cookies

Our website uses cookies to function and to understand how it is used. Please see our Cookie Policy for full details. You can manage cookie preferences at any time through that page.

11. Children's Privacy

Our services are directed at adults aged 18 and over. We do not knowingly collect personal data from minors. If you believe a minor has submitted data to us, please contact us and we will take steps to address this promptly.

12. Third-Party Links

Our website may contain links to external resources. We are not responsible for the privacy practices of those sites and encourage you to review their policies before sharing personal data with them.

13. Changes to This Policy

We may update this policy periodically. The "Last Updated" date at the top reflects the most recent revision. Continued use of our website or services after changes constitutes acceptance of the updated policy. Material changes will be communicated where feasible.