Privacy Policy — Solvane

1. Introduction

Solvane ("we", "us", or "our") is committed to protecting the personal data of individuals who interact with our business. This Privacy Policy explains how we collect, use, store, and protect your personal information in connection with our AI services — including Compliance Monitoring with AI, AI for Inventory Optimisation, and the AI Readiness Scorecard.

This policy applies to all personal data processed by Solvane, whether collected through our website at solvanecqy.club, through direct client engagements, or through other communications. It is written in accordance with the Malaysian Personal Data Protection Act 2010 (PDPA) and any applicable guidelines issued by the Personal Data Protection Commissioner.

If you have questions about this policy or how we handle your data, please contact us at [email protected].

2. Data We Collect

Depending on how you interact with us, we may collect the following categories of personal data:

Contact information: Name, email address, phone number, and job title provided through our contact form or direct communications.
Business information: Organisation name, industry, and details about your enquiry or project context.
Engagement data: Information shared during client engagements, including documents, system data, and communications relevant to your project scope.
Website usage data: Anonymised information about how you navigate our website, including pages visited and time on site (via analytics cookies, subject to your consent).
Communications data: Records of correspondence between you and Solvane, including emails and meeting notes.

We collect only data that is necessary for the purpose stated. We do not collect sensitive personal data — such as identity card numbers, financial account details, or health information — through our website. Any sensitive data collected as part of a client engagement is handled under a separate, written data handling protocol.

3. How We Use Your Data

We use personal data for the following purposes:

Responding to enquiries submitted through our contact form or by phone and email.
Scoping, delivering, and supporting AI service engagements.
Sending service-related communications, including project updates and post-delivery support.
Improving our website and service quality through anonymised analytics.
Complying with legal obligations applicable to our business under Malaysian law.

We do not use your personal data for unsolicited marketing communications without your prior consent. If you have submitted an enquiry, we may follow up about that enquiry — this is not marketing.

4. Legal Basis for Processing

Under the PDPA, we process your personal data on the following grounds:

Consent: For analytics cookies and any optional communications, we rely on your consent, which you can withdraw at any time.
Contract performance: For data necessary to deliver services you have engaged us for.
Legitimate interests: For responding to enquiries and maintaining appropriate business records, where this does not override your rights.
Legal obligation: Where processing is required to comply with applicable Malaysian laws.

5. Data Sharing and Third Parties

We do not sell your personal data. We may share data with third parties only in the following circumstances:

Service providers: We use a small number of trusted third-party services (such as email, cloud storage, and analytics) that process data on our behalf under appropriate agreements.
Legal requirements: Where required by Malaysian law, regulation, or court order.
Business transfers: In the event of a merger, acquisition, or sale of our business assets, your data may be transferred as part of that transaction, subject to equivalent privacy protections.

Any third parties who process data on our behalf are required to handle it securely and in accordance with applicable data protection requirements.

6. Data Retention

We retain personal data only for as long as necessary for the purpose for which it was collected, and in accordance with our legal obligations:

Enquiry data: Retained for up to 12 months from the date of last contact, unless an engagement follows.
Client engagement data: Retained for up to 5 years after the close of an engagement, consistent with our contractual and tax record obligations.
Website analytics data: Retained in anonymised form for up to 24 months.

After the applicable retention period, personal data is securely deleted or anonymised.

7. Data Protection Measures

We implement technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction:

Data transmitted to and from our website is encrypted using TLS/HTTPS.
Access to personal data is restricted to Solvane team members who require it for their role.
We conduct periodic reviews of our data handling practices.
Client engagement data is subject to a written data handling protocol agreed before work commences.

In the event of a data breach affecting your personal data, we will notify you and the relevant authorities in accordance with the PDPA and applicable guidelines.

8. Cookies

Our website uses cookies to support basic functionality and, with your consent, to understand how the site is used. For detailed information about the cookies we use and how to manage your preferences, please see our Cookie Policy.

9. Your Rights Under the PDPA

Under the Malaysian Personal Data Protection Act 2010, you have the following rights regarding your personal data:

Right of access: To request a copy of the personal data we hold about you.
Right of correction: To request correction of inaccurate or incomplete personal data.
Right to withdraw consent: Where processing is based on consent, to withdraw that consent at any time.
Right to limit processing: To request that we limit how we use your data in certain circumstances.
Right to object: To object to processing based on legitimate interests in certain circumstances.

To exercise any of these rights, please contact us at [email protected]. We will respond within 21 days. There is no charge for a standard request.

10. Third-Party Links

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

11. Children's Privacy

Our services are directed at business professionals and organisations. We do not knowingly collect personal data from individuals under the age of 18. If you believe we have inadvertently collected such data, please contact us and we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we make material changes, we will update the "Last Updated" date at the top of this page. We encourage you to review this policy periodically. Continued use of our website or services after an update constitutes acceptance of the revised policy.

13. Contact Us

If you have questions or concerns about this Privacy Policy or how we handle your personal data, please contact our privacy team:

Email: [email protected]
Post: Solvane, 16 Jalan Tun H S Lee, 50100 Kuala Lumpur, Malaysia
Phone: +60 3-2083 7419

If you are not satisfied with our response, you may lodge a complaint with the Personal Data Protection Commissioner of Malaysia.