Privacy Policy

1. Who We Are

The data controller for personal information collected through this website and our programmes is:

Pensara
9 Jalan Kelawai, 10250 George Town, Pulau Pinang, Malaysia
Phone: +60 4 658 2093
Email: [email protected]

We are a Malaysian education organisation registered to provide general information and documentation literacy services relating to retirement scheme documents. We do not provide regulated financial advice.

2. What Personal Data We Collect

We collect only the personal information necessary to operate our programmes and respond to enquiries. This includes:

• Contact information — name, email address, telephone number, provided when you submit an enquiry form or register for a workshop.
• Programme records — attendance dates, programme type (workshop, coaching or institutional), session notes relevant to your engagement (coaching clients only).
• Correspondence — emails, letters and messages exchanged between you and Pensara.
• Website usage data — browser type, pages visited, time on site, collected via analytics cookies where consent is given. This data is aggregated and not linked to individual identities.
• Payment information — we do not store card details. Payment is handled by bank transfer or at point of service; we retain only confirmation of payment received.

We do not collect sensitive personal data such as identity card numbers, income information, or copies of your retirement scheme statements. Coaching clients bring their own documents to sessions; we do not retain or copy them.

3. How Data Is Collected

• Through the enquiry form on this website.
• Directly from you at workshop registration, in person or by email.
• Through email and telephone correspondence you initiate.
• Via analytics cookies on this website, where you have consented through the cookie banner.

4. Legal Basis for Processing

Under Malaysia's Personal Data Protection Act 2010 (PDPA), we process your personal data on the following bases:

• Contractual necessity — to deliver the workshop, coaching engagement or institutional programme you have enrolled in or contracted with us for.
• Legitimate interest — to respond to enquiries, manage workshop administration, and maintain records of our engagements.
• Consent — for marketing communications (newsletter or programme announcements), where you have opted in, and for analytics cookies where you have accepted through the cookie banner.

5. How We Use Your Personal Data

• To confirm and manage your workshop or coaching booking.
• To respond to enquiries sent through the website or by email.
• To send programme-related correspondence (confirmation, date reminders, materials).
• To send programme announcements or updates, where you have opted in. You may withdraw this consent at any time by emailing [email protected].
• To maintain internal records of programmes delivered, for quality review and curriculum improvement.
• To comply with legal obligations under Malaysian law.

We do not use your personal data for automated decision-making or profiling.

6. Data Sharing and Third Parties

We do not sell, rent or share your personal information with third parties for their own marketing purposes. We may share limited data in the following circumstances:

• Service providers — we use a third-party email platform to send programme correspondence. This provider processes data on our behalf under a data processing agreement and does not use it independently.
• Analytics — where consent is given, anonymised website usage data is processed by an analytics service. No personally identifiable information is included.
• Legal requirements — we may disclose data if required to do so by Malaysian law or order of a competent authority.

For institutional programme clients, we do not receive or retain personal data about individual members attending your sessions. Member data remains under your organisation's control.

7. How We Protect Your Data

• Enquiry form submissions are transmitted over encrypted connections (HTTPS).
• Internal records are stored on password-protected systems with access limited to Pensara staff.
• Paper records from coaching sessions are held in locked storage at our George Town office and are not removed from the premises.
• In the event of a data breach that affects your personal information, we will notify you and, where required, the relevant authority within a reasonable timeframe.

8. How Long We Keep Your Data

• Enquiry data — retained for 12 months from the date of enquiry, or longer if it results in a booking.
• Workshop attendance records — retained for 3 years for quality review purposes, then deleted.
• Coaching session records — retained for 2 years from the final session date, then securely destroyed.
• Financial records — retained for 7 years as required under Malaysian financial recordkeeping requirements.
• Marketing consent records — retained until consent is withdrawn.

9. Cookies

This website uses cookies for basic functionality and, where consent is given, for analytics. Our cookie banner allows you to accept or decline non-essential cookies. For full details of the cookies we use and how to manage your preferences, see our Cookie Policy.

10. Your Rights

Under the Malaysian Personal Data Protection Act 2010, you have the following rights in relation to personal data we hold about you:

• Right of access — you may request a copy of the personal data we hold about you.
• Right of correction — you may ask us to correct inaccurate or incomplete data.
• Right to withdraw consent — where processing is based on consent (e.g. marketing communications, analytics cookies), you may withdraw consent at any time without affecting the lawfulness of prior processing.
• Right to limit processing — in certain circumstances, you may ask us to restrict how we use your data.
• Right to make a complaint — if you believe we have not handled your data appropriately, you may contact the Personal Data Protection Commissioner of Malaysia.

To exercise any of these rights, contact us at [email protected] or by post to our George Town address. We will respond within 21 days.

11. Links to Third-Party Websites

This website may link to external resources — EPF member guides, government publications and similar sources. We are not responsible for the privacy practices of those sites. We encourage you to read their privacy policies before providing any personal information.

12. Children and Minors

Our programmes are designed for adults aged 18 and above. We do not knowingly collect personal data from persons under 18. If we become aware that we hold data from a minor, we will delete it promptly. If you believe a minor has submitted personal data to us, contact [email protected].

13. 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 this page. If changes are material, we will notify active clients by email. Continued use of this website after any update constitutes acceptance of the revised policy.

14. Contact Us About Privacy

For any questions, requests or concerns about how Pensara handles your personal data:

Email: [email protected]
Post: Pensara, 9 Jalan Kelawai, 10250 George Town, Pulau Pinang, Malaysia
Phone: +60 4 658 2093 (Monday – Friday, 9:00 am – 5:30 pm)