HO, LOKE & KOH PERSONAL DATA NOTICE (English)

This Notice is issued to all our valued clients/prospective clients in compliance with the Personal Data Protection Act, 2010.

We treat and view your personal data seriously. We append herewith our Privacy Policy for your perusal and record.

Collection of Personal Data
Before, upon or in the course of our acting for you as your solicitors, we will request that you provide data and information about yourself (“Personal Data”) to enable us to render the legal services requested by you.

We collect most Personal Data directly from you or any documents which you may deliver to us, including without limitation any forms, applications, agreements, name cards and other materials.

In certain cases, we will receive your Personal Data first from third party (such as a property developer or a financial institution) with whom you have entered into a contractual relationship. For such cases, we will verify with you the Personal Data that was given to us, and we may even request for more personal information from you.

In some cases, you may (as attorney for another or others) provide personal data relating to that others for purpose which requires our services. In such cases, you represent and warrant that you have their consent or are otherwise entitled to provide their personal data to us.

We may also verify or source personal information about you from third party sources (both public and private) which provides, in addition to the Personal Data earlier stated, your directorship in companies, legal actions or proceedings which you or companies of which you are a director are involved with and other related Personal Data.

Third party sources from whom we may either collect or seek verification of your Personal Data include but not limited to:

  • solicitors, accountants, company secretaries, bankers, employers and other companies or firms or persons from whom you shall direct us to obtain your Personal Data
  • regulatory governmental or public (local or foreign) agencies or bodies, such as Companies Commission of Malaysia, Registrar of Business, National Registration Department, Director General of Insolvency, the courts, land offices, local authorities;
  • credit bureaus, credit reporting agencies, your family members, employers or representatives, which provide credit or other financial information;
  • companies which gather information which are in public domain such as CTOS Business Systems Sdn Bhd;
  • information in the public domain.

You have the choice, at any time, not to provide your Personal Data to us or by notice in writing withdraw your consent to our processing of your Personal Data. However, failure to provide such Personal Data or withdrawal of your consent to process your Personal Data may result in us being unable to provide you with effective or continuous legal service, and may result in delay or non-completion of the legal documentations, transactions or legal actions undertaken by us as your solicitors.

What Personal Data is collected?
Generally, the Personal Data we collect may include, but not limited to your name, identity card number, passport number, nationality, residential and business addresses, email addresses, contact numbers, occupation details, financial information (ie your income tax particulars or bank account details) and details of the subject matter of the transaction or the legal actions under taken by us as your solicitors (ie property details or the debt details). Where you are a director, manager, company secretary or shareholder of a company which requires our services, personal data relating to your directorship, or position as manager, company secretary, or shareholding in the company will be collected.

Purpose of Collecting Personal Data
The Personal Data you provide will be collected, used and otherwise processed by us for, amongst others, the following purposes:

  • rendering and delivering effective services to you;
  • providing legal advice and/or opinions to you;
  • carrying out your instructions as your solicitors (including without limitation the negotiation of any transaction or settlement for and on your behalf, the preparation, stamping and/or registration of legal documentations for your transactions, the issuance of legal notices or letters for and on your behalf, the preparation filing and service of pleadings and court documents in connection of legal actions involving you for and on your behalf);
  • liaising with banks, financial institutions or mortgage brokers for the purposes of your obtaining a mortgage loan for your acquisition of any property and thereafter communicating in respect of the loan documentation and disbursement of the loan towards the payment of the purchase price for your property
  • complying with obligations arising from or deriving from the legal commercial or contractual agreements arrangements relationships or legal actions involving you;
  • delivering notices, documents, agreements, forms and other documents pursuant to our services;
  • notifying or communicating with you and the delivery of development of your transaction or legal action or any other relevant information by dispatch, post, email or any other telecommunication means, including telephone calls or text messages;
  • receiving monies on your behalf or collecting outstanding fees and disbursements from you;
  • notifying you about important legal developments and services which we think you may find valuable;
  • meeting any legal or regulatory requirements relating to our provision of services;
  • making the requisite disclosures under the requirements of any applicable law, regulation, direction, court order, by-law, guideline, circular, code applicable to us or the legal profession;
  • internal account or record keeping;
  • such other purposes as may be provided for in our services.

To whom do we disclose your Personal Data?
Your Personal Data held by us will be kept confidential. However, for the purpose of providing to you the services you have requested effectively and to comply with any legal and regulatory requirements, we may need to disclose your Personal Data to:

  • our partners, legal assistants and employees;
  • our legal associates and/or affiliates (including any legal counsels or solicitors whom we may appoint to assist us in providing effective services to you);
  • our authorized agents and service providers to whom we have outsourced some of our functions, services and activities;
  • our panel banks, financial institutions or mortgage brokers;
  • our auditors, consultants or other professional advisers;
  • any firms of solicitors, developers, banks, land offices and other parties involved (directly or otherwise) in the transaction handled by us
  • any parties authorized by you;
  • any enforcement regulatory or government (local state or federal) agencies, Bar Council, court of law, tribunal, arbitrators and any persons or bodies to whom we are compelled to or required by law or any order of court to disclose.

How do we protect your Personal Data?
The security of your Personal Data is our priority. We take all physical, technical and organisational measures needed to ensure the security and confidentiality of your Personal Data. If we disclose any of your Personal Data to our authorized agents, service providers, panel banks or mortgage brokers, we will require them to appropriately safeguard the Personal Data provided to them.

How long may we retain your Personal Data?
We will only retain your Personal Data for as long as necessary to carry out the purpose(s) for which it was collected and also for the other purposes set out in this Privacy Policy. We will also abide by legal, tax and other regulatory and industry requirements/guidelines for keeping records.

Changes to this Privacy Policy
Changes may from time to time be made to this Privacy Policy. If there are material changes to this Privacy Policy, we will notify you by serving on you a notice of such changes by email or ordinary mail to your last known address.

Your Rights

  • You have the right to access your Personal Data. If you would like to request access to your Personal Data, you may contact us. We will take steps to verify your identity before fulfilling your request for access to your Personal Data.
  • We are committed to ensure that the Personal Data we hold about you is accurate, complete, not misleading and up-to-date. As such, it is important that you furnish us your Personal Data which are true and accurate. If you have any reason to believe that the Personal Data we have about you (or others as may be provided by you) is inaccurate, incomplete, misleading or not up-to-date, you may contact us and request for a correction and/or update of your Personal Data and we will take steps to update your Personal Data.
  • You are entitled to limit our processing of your Personal Data by expressly withdrawing in part or full your consent given herein.

How may you contact us?
If you need to contact us, you may contact us at the following:-

Address : Messrs. Ho, Loke & Koh
A-1-1, Megan Phileo Promenade,
189, Jalan Tun Razak,
50400 Kuala Lumpur
Tel No.
Fax No.
Email		 :
:
:		 03-21662882
03-21664350
general@hlk.com.my

We provide this Privacy Policy in both English and Bahasa Malaysia. In case of any inconsistencies between these two, the English version shall prevail.

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