1. Introduction
Greymantle ("we", "us", "our") is a legal practice based in Kuala Lumpur, Malaysia. We are committed to protecting the personal data we hold in connection with our work. This policy explains how we collect, use, and safeguard your personal data when you engage with our services or visit our website. It applies to individuals and businesses who contact us, use our services, or provide information through our website.
This policy is prepared in accordance with the Personal Data Protection Act 2010 (Malaysia) ("PDPA") and related regulations. By providing us with your personal data, you agree to the terms described here.
2. Data We Collect
Information you provide directly
- Full name and contact details (phone number, email address, postal address)
- Information provided in enquiry forms, emails, or during consultations
- Financial and tax information where relevant to a matter we are advising on
- Insurance policy details and claim-related documentation
- Shipping documents, bills of lading, and commercial correspondence for maritime matters
Information collected automatically
- IP address and browser type when visiting our website
- Pages viewed and time spent on our website (via analytics cookies, with consent)
- Cookie preferences stored in your browser
3. Legal Basis for Processing
We process your personal data on the following legal bases under the PDPA:
- Contractual necessity: To provide legal services you have engaged us for
- Consent: For marketing communications and non-essential cookies, where you have provided consent
- Legal obligation: Where we are required by law to process your data (e.g., anti-money laundering obligations)
- Legitimate interests: For improving our services and maintaining appropriate records of our practice
4. How We Use Your Data
- To communicate with you about your enquiry or matter
- To provide legal services and advice across our practice areas
- To prepare formal correspondence, submissions, or representations on your behalf
- To comply with our professional obligations and applicable law
- To maintain records of our work as required by the Malaysian Bar Council
- To send relevant updates or information, only where you have consented
- To improve and maintain our website and digital communications
5. Data Retention
We retain personal data for as long as reasonably necessary for the purpose for which it was collected, or as required by law or our professional obligations. For client matter files, we typically retain records for a minimum of seven years following conclusion of the matter, in line with standard legal practice requirements in Malaysia.
Website analytics data is retained for up to 26 months. Contact form submissions are retained for up to two years if they do not result in an engagement.
6. Data Sharing
We do not sell your personal data. We may share data only in the following circumstances:
- With counterparties, courts, regulators, or authorities where required by your matter or by law
- With professional advisors (e.g., barristers, expert witnesses) engaged to assist with your matter
- With our technology service providers who process data on our behalf under strict confidentiality obligations
- Where you have expressly consented to sharing for a specific purpose
7. Data Security
We apply reasonable technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, or destruction. These include encrypted file storage, access-controlled systems, and regular reviews of our information security practices. In the event of a data breach that affects your rights, we will notify you as required under applicable law.
8. Cookies
Our website uses cookies. Essential cookies are necessary for basic website functionality and are always active. Optional cookies (analytics, marketing, preferences) are only used with your consent. You can manage your cookie preferences at any time via our Cookie Policy page.
9. Your Rights
Under the PDPA and applicable law, you have the following rights in relation to 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 data
- Right to withdraw consent: To withdraw consent for processing based on consent, at any time
- Right to restrict processing: In certain circumstances, to request that we limit how we use your data
- Right to object: To object to processing based on legitimate interests
To exercise any of these rights, contact us at [email protected]. We will respond within 21 days as required under the PDPA.
10. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites and recommend reviewing their privacy policies before providing any personal data.
11. Children's Privacy
Our services are intended for individuals aged 18 and over. We do not knowingly collect personal data from minors. If you believe a minor has provided us with personal 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. Changes will be posted on this page with an updated date. Where the changes are significant, we will take reasonable steps to notify you directly where we have your contact details.
13. Contact
For any questions about this policy or to exercise your rights, please contact:
- Email: [email protected]
- Post: Greymantle, 17 Jalan Pinang, 50450 Kuala Lumpur, Malaysia
You also have the right to lodge a complaint with the Personal Data Protection Department (JPDP) of Malaysia if you believe your data has been processed in breach of the PDPA.