Privacy notice — ElderHubAid

Definitions

This section explains the key terms used in this privacy notice to help you understand what we mean when we refer to personal data, processing and related concepts.

Personal data means any information that relates to an identified or identifiable individual. Examples include name, contact details, identification numbers, case notes about a legal matter, and payment information required to process fees.

Processing refers to any operation performed on personal data, such as collection, recording, organization, storage, modification, retrieval, consultation, use, disclosure, or erasure.

User refers to any person who visits or interacts with ElderHubAid.digital, including retirees seeking legal information, family members, caregivers and authorized representatives.

Service means the legal information and support services provided by ElderHubAid through ElderHubAid.digital, including consultations, document review and informational resources related to retirement law.

Cookies are small text files placed on your device when you visit a website. They help remember preferences, enable site functionality, and collect analytics data about site usage.

Purposes of processing

We process personal data for limited, explicit purposes. We do not use personal data for unrelated or incompatible purposes without informing users.

• To provide legal information, consultations and document review services to retirees and their representatives.
• To communicate with users about appointments, case progress and requested follow-ups.
• To process payments and manage billing for paid services offered by ElderHubAid.
• To comply with legal obligations and respond to lawful requests from authorities.
• To maintain security, prevent fraud and detect misuse of our services.
• To analyze usage trends and improve content, usability and accessibility of ElderHubAid.digital.
• To retain records for legitimate business or regulatory purposes in accordance with our retention schedule.
• To obtain feedback and conduct surveys to inform service development and user experience improvements.

Legal basis for processing

We rely on lawful bases applicable to the jurisdiction and the context of processing. These may include consent, performance of a service, legal obligations and legitimate interests.

• Performance of a contract or to take steps at a user’s request prior to entering into a contract (e.g., providing requested legal services).
• Compliance with legal obligations such as recordkeeping and responding to lawful requests from public authorities.
• Consent where users have explicitly agreed to certain processing activities, such as marketing communications.
• Legitimate interests of ElderHubAid in operating a secure, reliable service and improving user experience, balanced against user rights and expectations.

Data subject rights and access

Subject to applicable law, individuals may have rights to access and manage their personal data. Requests will be handled in accordance with legal requirements and identification procedures.

• Right to request access to the personal data we hold about you and to obtain a copy in a commonly used format where applicable.
• Right to request correction of inaccurate or incomplete personal data.
• Right to request deletion or restriction of processing where permitted by law.
• Right to object to certain types of processing, such as direct marketing, and to withdraw consent where processing is based on consent.
• Right to request portability of data where processing is based on consent or contract and the data is provided by you in a structured, commonly used format.
• Right to lodge a complaint with a supervisory authority if you consider your data protection rights have been infringed.

Cookies and tracking technologies

We use cookies and similar technologies to provide basic site functions, collect analytics and, with consent, deliver optional features.

Types include strictly necessary cookies for site operation, functional cookies for preferences, analytics cookies for usage measurement and marketing cookies where consent is obtained.

Necessary cookies enable core functionality; preference cookies store choices; analytics cookies help us understand site performance; marketing cookies may be used for third-party advertising where applicable and permitted.

You can manage cookie preferences via your browser settings or through the cookie controls presented on the site. Disabling some cookies may affect site functionality.

Read our Cookie Policy on ElderHubAid.digital for full details on cookies and opt-out options.

Sharing of personal data

We share personal data only when necessary to provide services, comply with law, or with trusted third parties under confidentiality obligations and appropriate safeguards.

• Service providers and subcontractors who assist in delivering the service (hosting, payment processing, analytics).
• Legal advisors and professional partners who support case work under confidentiality arrangements.
• Regulatory or government authorities when required by law or to respond to lawful requests.
• Other parties with your explicit instruction or consent to share information on your behalf.
• Potential purchasers or supporter in the event of a business transfer, subject to contractual protections and notice to affected users where required.
• Aggregated or anonymized information that does not identify individuals, used for reporting and service improvement.

International data transfers

Some service providers may operate in other jurisdictions. Where personal data is transferred outside Malaysia, we use appropriate safeguards such as contractual clauses or other measures required by applicable law.

When transfers occur, we evaluate legal protections in the destination jurisdiction and apply contractual, technical and organizational measures to protect personal data.

Data retention

We retain personal data only as long as necessary for the purposes described, to meet legal obligations, resolve disputes and enforce agreements.

Account details and records of services provided are retained for a period consistent with regulatory requirements and legitimate business needs, typically several years unless otherwise requested and permitted by law.

Communications and message logs are retained for a period necessary to provide support and maintain records related to the service interaction.

System logs and diagnostic data are retained for a limited period to contribute incidents and maintain system integrity, then archived or deleted in accordance with our retention schedule.

You may request deletion of personal data subject to applicable legal and contractual requirements; some data may be retained to comply with legal obligations or legitimate business interests.

Security of personal data

ElderHubAid implements technical and organizational measures designed to protect personal data against unauthorized access, loss, misuse or disclosure. These measures are reviewed periodically and updated as needed.

• Use of encryption for data in transit and at rest where appropriate to protect sensitive information.
• Access controls and role-based permissions to restrict access to personal data to authorized personnel only.
• Regular security assessments, staff training on data protection practices and incident response procedures.

How to exercise your rights

To exercise your rights or make a privacy-related request, contact ElderHubAid using the details below. Requests will be verified to protect personal data from unauthorized disclosure.

• Right to access: request a copy of personal data we hold about you and receive information about how it is processed.
• Right to correction and deletion: request updates to inaccurate data or deletion where permitted by law.
• Right to restrict or object: request limitation of processing or object to processing based on legitimate interests where applicable.
• Contact details for requests: ElderHubAid, Kampung Sungai Batu, 34900 Pantai Remis, Perak, Malaysia; phone +60122340788; refer to ElderHubAid.digital for email contact forms and additional instructions.
• Right to restrict processing: You may request that ElderHubAid restrict the processing of your personal data in certain situations, for example while a dispute about accuracy is being resolved.
• Right to data portability: Where processing is based on consent or contract and is automated, you may request a copy of your personal data in a commonly used, machine-readable format.
• Right to object: You may object to processing of your personal data for direct marketing or for processing based on legitimate interests, subject to local law and any overriding lawful grounds we may have to continue processing.
• Right to withdraw consent: If you provided consent for a specific processing activity, you may withdraw that consent at any time. Withdrawal will not affect processing that occurred before the withdrawal.

How to exercise your data rights

To make a request concerning your personal data, contact ElderHubAid using the contact details below. Include your name, a description of the information requested, and any supporting details that will help us verify your identity and locate the data. We may ask for additional information to confirm your identity before fulfilling certain requests.

[email protected]

We aim to respond to valid requests regarding personal data within a reasonable timeframe. In most cases, we will respond within 30 days of receiving a complete request. For complex requests or where additional verification is required, a longer response time may be necessary; we will notify you if that is the case.