Privacy notice

Who holds the data

Portal Pulse Base is the data controller for enquiry forms and for records of studies we run. The practice address is Teluk Kumbar, Sri Jaya Industrial Estate,Bayan Lepas,Pulau Pinang,11920,Malaysia. Email info@portal-pulsebase.digital. Telephone +60378757875.

Malaysia’s Personal Data Protection Act 2010 applies to personal data we process in connection with this site and our studies. Where a client is the controller of visitor data on their own floor, we act as a processor only for the notes we are invited to take, and only within the scoped note.

What we collect

From this website: name, email, organisation, chosen study, optional preferred week, and the message you write. From a study: session notes that describe visits, which may include job role and quoted sentences if a visitor agrees. We do not record faces or badge numbers. We do not ask for identity-card numbers on this form.

Server logs of this site, if the host keeps them, may include IP address, browser type, and pages requested. Cookie data is described in the cookie notice.

Why we use it

To reply to enquiries, to scope and deliver a study, to invoice, to keep a brief for the client, and to meet legal duties such as tax records. The lawful bases we rely on are your request for a step before a contract, performance of the study contract, legitimate interests in running a small practice, and legal obligation where it applies.

Retention

Enquiry messages that do not become a study are kept for twelve months and then deleted. Contracts, invoices, and delivered briefs are kept for seven years for accounting and dispute purposes. Floor notes that contain visitor quotations are stripped of residual identifiers once the brief is delivered, unless the client’s contract requires us to archive a copy for a named period not exceeding two years.

Who we share with

We do not sell lists. We share details with the named host on a study, with an accountant or lawyer when a file requires it, and with authorities when Malaysian law requires it. The website may be hosted by a third party; that host sees technical logs. If we use an email provider, that provider processes message content to deliver mail.

International transfers

Our practice is in Malaysia. Email or hosting vendors may store copies outside Malaysia. Where that happens we use vendors who offer contractual protections and we avoid sending floor notes through consumer chat apps unless the host insists in writing.

Your rights

You may ask to see the personal data we hold about you, to correct it, to withdraw consent where we relied on consent, and to complain to the Personal Data Protection Commissioner in Malaysia. To make a request, write to info@portal-pulsebase.digital with enough detail for us to find the file. We may need to confirm identity before we release a record. We will answer within twenty-one days where the Act requires it, and sooner when we can.

Visitors observed on a client floor should first ask the client, who controls that workplace. We will help the client locate our notes if a lawful request reaches us.

Children

This site and our studies are not directed at children. We do not accept portals used by minors.