Privacy Policy

1. Introduction

Orbyn ("we", "us", or "our") is committed to protecting and respecting your personal data. This Privacy Policy explains what information we collect, how we use it, and the choices available to you regarding that information.

This policy applies to all personal data collected through our website, forms, email correspondence, and any services we provide. We operate in accordance with Malaysia's Personal Data Protection Act 2010 (PDPA) and applicable data protection principles.

If you have questions about this policy, please reach out to us at [email protected].

2. Data We Collect

We collect personal data only when it is reasonably necessary to deliver our services and respond to your enquiries. The types of information we may collect include:

Information you provide directly: When you fill in our contact form, send us an email, or engage our services, we may collect your name, email address, phone number, organisation name, and any details you share in your message.

Automatically collected data: When you visit our website, our servers and analytics tools may record your IP address, browser type, operating system, referring URL, pages visited, and the time and date of your visit. This data is collected through cookies and similar technologies.

Third-party sources: In some cases, we may receive information about you from partners or publicly available sources in connection with a specific engagement. We will always inform you if this applies.

3. How We Use Your Data

We use the information we collect for the following purposes:

Responding to enquiries: To process your contact form submission, reply to your questions, and provide relevant information about our services.

Service delivery: To carry out our contractual obligations when you engage our AI consulting, prototyping, or advisory services.

Website improvement: To understand how visitors use our site, identify technical issues, and improve the overall experience. This is based on aggregated, anonymised analytics data.

Communication: To send you updates related to an active engagement or, with your consent, occasional information about our services that we believe may be relevant to you. You may opt out at any time.

Legal compliance: To meet our obligations under Malaysian law, including the PDPA, and to protect our legitimate interests where applicable.

4. Legal Basis for Processing

Under the PDPA 2010, we process personal data based on one or more of the following grounds:

Consent: When you submit a contact form or provide your information willingly, you give us consent to process that data for the stated purpose.

Contractual necessity: When processing is required to fulfil an agreement between you and Orbyn, such as delivering consulting services you have engaged.

Legitimate interest: For purposes such as improving our services, maintaining website security, and understanding general usage patterns — provided these interests do not override your data protection rights.

5. Data Sharing and Third Parties

We do not sell your personal data to any third party. We may share your information in the following limited circumstances:

Service providers: We work with trusted third-party services for website hosting, analytics (such as Google Analytics), and email communication. These providers process data on our behalf and are contractually obligated to protect your information.

Legal requirements: We may disclose data if required by law, regulation, or legal process, or if we believe disclosure is necessary to protect our rights, safety, or the rights of others.

Business transfers: In the event of a merger, acquisition, or sale of assets, personal data may be transferred as part of that transaction. We would notify affected individuals beforehand.

6. Data Protection Measures

We take the security of your data seriously and implement appropriate technical and organisational measures, including:

SSL/TLS encryption for data transmitted between your browser and our website. Access controls that limit who within our team can view personal data. Regular review of our security practices and vendor relationships. Secure storage with reputable hosting providers that meet industry-standard protections.

While no system is entirely impervious, we take reasonable steps to safeguard your information. If a data breach occurs that could affect you, we will notify you and the relevant authorities as required by the PDPA.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purpose for which it was collected. Specific retention periods include:

Contact form submissions and enquiry records are retained for up to 24 months from the date of submission, unless a service engagement follows. Data related to active client engagements is retained for the duration of the engagement plus up to 36 months thereafter for reference and legal compliance. Website analytics data is retained in aggregated form and is not linked to individual identities beyond 14 months.

Once the retention period has expired, data is securely deleted or anonymised.

8. Cookies

Our website uses cookies to support basic site functionality and to understand visitor behaviour through analytics. We categorise cookies as essential (required for the site to function), analytics (to help us understand usage), marketing (for advertising purposes), and preference (to remember your settings).

For a detailed explanation of the cookies we use and how to manage your preferences, please visit our Cookie Policy.

9. Your Rights

Under the PDPA 2010, you have the following rights with respect to your personal data:

Right of access: You may request a copy of the personal data we hold about you.

Right to correction: If any of your data is inaccurate or incomplete, you may ask us to correct it.

Right to withdraw consent: Where processing is based on consent, you may withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before your withdrawal.

Right to object: You may object to the processing of your data for specific purposes, such as marketing communications.

To exercise any of these rights, please contact us at [email protected]. We aim to respond within 21 days. If you are not satisfied with our response, you may lodge a complaint with the Department of Personal Data Protection Malaysia (JPDP).

10. Third-Party Links

Our website may contain links to external sites that are not operated by us. We are not responsible for the privacy practices or content of those sites. We encourage you to review the privacy policy of any third-party site you visit.

11. Children's Privacy

Our services are intended for individuals aged 18 and above. We do not knowingly collect personal data from anyone under the age of 18. If you believe a minor has provided us with personal information, please contact us and we will take steps to remove it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make significant changes, we will update the "Last Updated" date at the top of this page. We encourage you to review this page periodically.

13. Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy or how we handle your personal data, please get in touch: