Issued by Exematic Flow Solutions pursuant to the Personal Data Protection Act 2010 of Malaysia. This Notice sets out how we collect, use, disclose, transfer and retain personal data obtained through this website.
This Privacy Notice (the “Notice”) is issued by Exematic Flow Solutions, a business registered in Malaysia under registration number 202603110500 (JM1043451-H), trading as Exematic Flow (“we”, “us” or “our”).
Our registered particulars are as follows:
A-10, Bangunan MARA, Lebuh Buckingham
10200 George Town, Pulau Pinang, Malaysia
hello@exematicflow.com
In respect of personal data collected through this website, we act as the data user for the purposes of the Personal Data Protection Act 2010 (the “Act”). We determine the purposes for which and the manner in which that personal data is processed.
By submitting personal data to us through this website, you confirm that you have read and understood this Notice.
This Notice applies to personal data collected through exematicflow.com and to correspondence arising from an enquiry submitted through it.
This Notice does not apply to personal data that we process on behalf of a client in the course of delivering services to that client. Section 12 sets out the position in respect of such data.
This website may contain links to third party websites. We are not responsible for the privacy practices or content of any such website, and this Notice does not extend to them.
We collect only the personal data that you voluntarily submit through the enquiry form on our contact page. We do not collect personal data passively, and we do not acquire personal data about you from any third party source.
The categories of personal data collected are as follows:
| Category | Purpose | Obligatory |
|---|---|---|
| Name | To identify and address you in correspondence | Yes |
| Email address | To respond to your enquiry | Yes |
| Nature of enquiry | To determine whether and how we are able to assist | Yes |
| Message | To understand your requirements | No |
| Date and time of submission | Record keeping and management of response times | No, recorded automatically |
Where personal data is stated to be obligatory, we are unable to respond to your enquiry without it. You are not obliged to provide any personal data to us, but a failure to supply the obligatory items will prevent us from replying.
We do not seek and do not require sensitive personal data as defined in the Act, including data concerning physical or mental health, political opinions, religious beliefs or the commission of any offence. You are requested not to include such data, or identification or financial account numbers, in the message field.
This website is not directed at persons under the age of 18 and we do not knowingly collect personal data relating to them.
Personal data collected through this website is processed in order to:
We do not process your personal data for any purpose that is not set out in clause 4.1 without first obtaining your consent.
We do not sell, rent or trade personal data. We do not disclose personal data for the direct marketing purposes of any third party. We do not use personal data submitted through this website to train artificial intelligence models.
We do not currently send marketing communications. Should we introduce them, we will obtain your consent beforehand and every communication will carry a means of withdrawing it.
We process your personal data on the basis of the consent that you give by submitting the enquiry form, having been presented with a notice of collection and a link to this Notice at the point of submission.
You may withdraw your consent at any time by written notice to hello@exematicflow.com. Upon withdrawal we will cease processing your personal data and will delete it, save where retention is required under clause 8.3.
Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal was received.
We engage the following third party service providers, which process personal data on our behalf, on our documented instructions, and for no purpose of their own:
We may also disclose personal data to our professional advisers where necessary, and to any regulator, court or law enforcement authority where we are required to do so by law or in order to establish, exercise or defend legal claims.
Save as set out in clauses 6.1 and 6.2, we do not disclose personal data collected through this website to any third party.
Each of the service providers named in clause 6.1 is established outside Malaysia. Accordingly, personal data submitted through this website is transferred to and stored on servers located outside Malaysia, principally in the United States and in the European Union.
We disclose this transfer expressly so that your consent under clause 5.1 is given with knowledge of it.
If you would prefer that your personal data is not transferred in this manner, you may contact us directly at hello@exematicflow.com instead of using the enquiry form.
Where an enquiry does not result in an engagement, we retain the personal data submitted for a period of 24 months from the date of our last correspondence with you, after which it is deleted.
Where an enquiry results in an engagement, we retain your contact details for the duration of that engagement and for a reasonable period thereafter.
Invoices, accounting records and other documents that we are required by law to retain, including under the Income Tax Act 1967, are retained for seven years. We are unable to delete such records earlier, including upon a request under section 11.
Subject to clause 8.3, you may request deletion of your personal data at any time and we will give effect to that request without waiting for the periods in clauses 8.1 and 8.2 to expire.
We take practical steps to protect personal data from loss, misuse, unauthorised access, disclosure, alteration or destruction. Personal data is held on established third party services and access is restricted to those persons who require it in order to respond to enquiries.
No method of transmission or storage is entirely secure and we do not represent otherwise. Where a breach affecting your personal data occurs, we will notify you and the relevant authority in accordance with the Act.
This website does not use cookies and does not store any data on your device. We do not operate analytics software, tracking pixels, advertising tags or session recording, and we do not maintain user accounts.
Our hosting provider, named in clause 6.1, processes technical data relating to each request made to this website, including the IP address, browser type and approximate location of the device making it. That processing occurs automatically at network level for the purposes of delivering and securing the website. It does not involve cookies and it places nothing on your device.
We have access only to aggregate traffic statistics derived from that data, such as the total number of requests and the countries they originate from. We do not have access to individual request records, we do not use that data to identify any visitor, and we do not combine it with personal data submitted through the enquiry form.
Accordingly we do not build a profile of visitors to this website and we are unable to identify any person who visits it without submitting an enquiry.
Should we introduce cookies, analytics software or any comparable technology, this Notice will be amended in accordance with section 13 before it is deployed.
Subject to the Act, you are entitled to:
Requests should be submitted in writing to hello@exematicflow.com. No prescribed form is required and no fee is charged.
We will respond to any request under clause 11.1 within 14 days of receipt. Where a request cannot be given effect within that period, we will inform you of the reason and of the period within which it will be dealt with.
We may request information reasonably necessary to verify your identity before giving effect to a request.
If you are dissatisfied with our handling of your personal data or of a request made under this section, you are entitled to lodge a complaint with the Personal Data Protection Commissioner of Malaysia.
Where we design, build or support a system for a client, any personal data held within that system belongs to the client. The client is the data user in respect of it and determines the purposes for which it is processed.
In that capacity we act as a data processor only. Third party accounts are established in the client’s name, we act on the client’s documented instructions, and we do not retain copies of client data following handover.
If you are a customer of one of our clients, the privacy notice published by that client governs the processing of your personal data, not this Notice.
We may amend this Notice from time to time. The version number and effective date at the head of this page will be updated accordingly.
Where an amendment materially changes the purposes for which personal data is processed, we will seek your consent before applying it to personal data already collected.
All enquiries, requests and complaints concerning this Notice or our handling of personal data should be addressed to hello@exematicflow.com, or by post to the address at clause 1.2.
General enquiries unrelated to personal data may be submitted through our contact page.