Privacy Policy

1. Introduction

Quill Cypress ("we", "us", "our"), based at 7 Lorong Maarof, Bangsar, 59000 Kuala Lumpur, is committed to handling personal information with care and discretion. This policy explains what personal data we collect, how we use it, and the rights available to individuals under Malaysian law, including the Personal Data Protection Act 2010 (PDPA 2010).

This policy applies to personal data collected through our website at https://quillcypress.site, by telephone, or through direct correspondence. By using our website or engaging our services, you acknowledge the practices described here.

For questions about this policy, contact us at [email protected].

2. Personal Data We Collect

2.1 Data Provided Directly

When you submit an enquiry through our contact form or contact us by telephone or email, we may collect:

• Full name
• Email address
• Telephone number (if provided)
• Description of materials or services enquired about
• Any additional information you choose to include in your message

2.2 Data Collected Automatically

When you visit our website, we may collect limited technical information including IP address, browser type, pages visited, and time of visit. This is collected through cookies and analytics tools where you have consented to their use.

2.3 Legal Basis for Processing

We process personal data on the following bases:

• Consent — where you have submitted an enquiry form or agreed to cookie use
• Legitimate interest — for communicating about services you have enquired about
• Contract performance — where we are carrying out work you have commissioned

2.4 Data Retention

Enquiry data is retained for up to 24 months from last contact. Project records are retained for up to 7 years for accounting and administrative purposes. Analytics data (where consented) is retained according to the applicable third-party service's settings, typically no longer than 26 months.

3. How We Use Your Personal Data

We use personal data for the following purposes:

• Responding to enquiries and explaining available services
• Carrying out commissioned documentary projects
• Communicating progress updates during a project
• Maintaining records for administrative and legal purposes
• Improving the content and functionality of our website (analytics, where consented)

We do not use personal data for automated decision-making or profiling. We do not send unsolicited marketing communications. Any follow-up communications we send are directly related to your enquiry or project.

4. Sharing of Personal Data

We do not sell personal data to third parties. We may share limited data with:

• Website hosting and analytics providers — operating under standard data processing agreements
• Postal and courier services — where physical materials are shipped, only the necessary address details are shared
• Legal or regulatory authorities — where we are required by law to disclose information

All third parties with whom we share data are required to handle it in accordance with applicable data protection law.

5. Cookies

Our website uses cookies to remember your preferences and, where consented, to support analytics. For a full explanation of the cookies we use and how to manage them, please see our Cookie Policy.

6. Data Security

We take reasonable steps to protect personal data against unauthorised access, loss, or disclosure. These include:

• Secure storage of physical project materials during their time in our studio
• Access controls limiting who within our team can access enquiry or project records
• Use of HTTPS for data transmitted through our website

In the event of a data breach that is likely to affect individuals, we will notify the relevant parties in accordance with applicable law.

7. Your Rights Under Malaysian Law

Under the Personal Data Protection Act 2010 (Malaysia), you have the following rights regarding personal data we hold about you:

• Right of access — to request a copy of personal data we hold
• Right of correction — to request that inaccurate data be corrected
• Right to withdraw consent — at any time, for processing based on consent
• Right to prevent processing — for direct marketing purposes
• Right to inquiry — to ask questions about how your data is processed

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

If you are not satisfied with our response, you may refer a complaint to the Department of Personal Data Protection Malaysia (JPDP) at www.pdp.gov.my.

8. Third-Party Links

Our website may include links to external sites. We are not responsible for the privacy practices of those sites. We encourage you to read their privacy policies separately.

9. Children's Privacy

Our services are intended for adults aged 18 and above. We do not knowingly collect personal data from individuals under 18. If you believe a minor has submitted data through our website, please contact us and we will remove it promptly.

10. Changes to This Policy

We may update this policy from time to time. When we do, we will revise the "Last Updated" date at the top of the page. We encourage you to review this policy periodically. Continued use of our website or services following a policy update constitutes acceptance of the revised terms.

11. Contact Information

For all privacy-related enquiries:

Quill Cypress
7 Lorong Maarof, Bangsar, 59000 Kuala Lumpur
[email protected]
+60 12-958 7204