Privacy Policy

1. Introduction

Octavia Forge takes the handling of personal data seriously. This policy explains what data we collect when you use our website or engage our services, how we use it, how long we keep it, and what rights you have over it. We handle personal data in accordance with the Personal Data Protection Act 2010 (PDPA) of Malaysia.

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

2. What Data We Collect

We collect personal data in the following situations:

• Contact form submissions: name, email address, phone number (optional), and any message content you submit.
• Email correspondence: any personal data contained in emails you send to us.
• Website analytics: anonymised data about how visitors interact with our website, including page views, session duration, and approximate location (country level only).
• Cookies: see section 6 for details on cookies we use.

We do not collect sensitive personal data (such as health, financial, or identity document information) through our website or in the course of our standard services.

3. Legal Basis for Processing

• Consent: where you have given explicit consent — for example, by submitting our contact form and agreeing to this policy.
• Legitimate interests: where processing is necessary for our legitimate business interests, such as responding to enquiries and improving our services, provided those interests are not overridden by your rights.
• Contractual necessity: where processing is necessary to perform a service you have engaged us for.

4. How We Use Your Data

• To respond to enquiries and communicate about potential or active engagements
• To deliver the services you have contracted us to provide
• To send relevant service updates where you have an active engagement
• To improve our website based on aggregated analytics data
• To maintain records of engagements as required for business purposes

We do not use your personal data for unsolicited marketing. If you enquire and we do not enter into an engagement, we will not add you to any marketing list without explicit permission.

5. Data Sharing

We do not sell personal data. We share data only with:

• Service providers who support our website and operations (hosting, analytics, email delivery), under appropriate data processing agreements
• Professional advisors (legal, accounting) on a need-to-know basis
• Authorities where required by Malaysian law

Any third parties with whom we share data are required to handle it in compliance with applicable data protection legislation.

6. Cookies

We use cookies to understand how visitors use our website. Cookie categories include essential cookies (required for basic site function), analytics cookies (to understand traffic patterns), and preference cookies (to remember your choices). You can manage your cookie preferences at any time via our Cookie Policy page.

7. Data Retention

• Contact form submissions: retained for up to 24 months unless an engagement follows, in which case retained for the duration of the engagement plus 36 months
• Analytics data: aggregated and anonymised; retained indefinitely in that form
• Engagement records: retained for 7 years in line with standard business record-keeping requirements in Malaysia

8. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, or misuse. These include access controls, encrypted data transmission (HTTPS), and regular review of our data handling practices. In the event of a data breach that affects your rights, we will notify affected individuals as required under the PDPA.

9. Your Rights

Under the PDPA and general principles of good data practice, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data (subject to legal retention obligations)
• Withdraw consent at any time where consent is the basis for processing
• Object to processing based on legitimate interests
• Lodge a complaint with the relevant authority in Malaysia (Department of Personal Data Protection, Malaysia)

To exercise any of these rights, contact us at [email protected]. We will respond within 14 business days.

10. Third-Party Links

Our website may link to external sites. We are not responsible for the privacy practices of those sites and recommend reviewing their policies independently.

11. Children's Privacy

Our services are directed at business professionals aged 18 and over. We do not knowingly collect personal data from individuals under 18. If you believe we have done so in error, please contact us and we will delete that data promptly.

12. Policy Updates

We may update this policy from time to time. The "Last Updated" date at the top of this page reflects when changes were last made. Continued use of our website after an update constitutes acceptance of the revised policy.

13. Contact

For data-related enquiries:
Octavia Forge
Unit 5-2, Nu Tower 2, Jalan Tun Sambanthan, 50470 Kuala Lumpur, Malaysia
Email: [email protected]
Phone: +60 3-2241 9075