Who we are
This privacy policy is the notice that Winbox Ultimate Property Management ("Winbox Ultimate", "we", "us" or "our") gives under the Personal Data Protection Act 2010 of Malaysia, as amended, for personal data we collect through wboxultimate.com and in the course of our property management services.
We are the data user responsible for your personal data. Our office is at 105 Jalan Alor, Bukit Bintang, 50200 Kuala Lumpur. You can contact us about your personal data on WhatsApp at 011 2622 25110 or by email at contact@wboxultimate.com.
What we collect
What we collect depends on how you deal with us.
If you contact us
Your name, phone number, email address, the area of your property, and anything you write in your message.
If you are a property owner
Your name, NRIC or passport details, contact details and address, details of the property and its title or ownership, bank account details for rent payments, and your instructions and approvals.
If you rent or apply to rent a property we manage
Your name, NRIC or passport details, contact details, employment details, proof of income, previous rental history and references, details of other people who will live in the property, emergency contacts, and payment records during the tenancy.
If you are a contractor or supplier
Your name or business name, contact details, the work you do for us, and payment details.
When you visit this website
This website does not use analytics or advertising cookies, and the contact form does not store what you type. Like most websites, our hosting provider keeps basic server logs, such as IP addresses and the pages requested, for security and to keep the site running. The map in the contact section is provided by Google and loads from Google's servers, which may set their own cookies as described in Google's privacy policy.
Where it comes from
Most personal data comes from you directly: through WhatsApp, email, phone calls, forms and documents you give us. We may also receive it from a property owner about their tenant or applicant, from referees you name, from the joint management body or management corporation of a building, and from public sources such as land and company records.
Why we use it
We use personal data to:
- reply to your enquiry and give you a quote;
- provide the services in a management agreement, including finding and screening tenants, preparing and stamping tenancy agreements, collecting rent and deposits, arranging repairs and carrying out inspections;
- send statements, receipts, reports and reminders;
- verify identity and assess rental applications;
- keep accounts and records, and meet our legal, tax and regulatory duties;
- protect our rights and the rights of owners and tenants, including in a dispute;
- send you news about our services, but only if you have agreed to receive it.
Do you have to give us this data?
Giving us your contact details and the information we ask for in an application or agreement is necessary for us to provide the service. If you choose not to give it, we may not be able to reply to you, accept an application or act for you. Other information, such as your email address in the contact form, is optional and we will tell you when it is.
Transfers outside Malaysia
Some of the tools we use, such as WhatsApp and email services, may store data on servers outside Malaysia. Where personal data leaves Malaysia, we take reasonable steps so that it is protected to a standard comparable to the Personal Data Protection Act 2010, as that Act requires.
How long we keep it
We keep personal data only for as long as we need it for the purpose it was collected for, or as long as the law requires. In practice:
- enquiries that do not lead to an agreement are deleted within 12 months;
- records about a property we manage, its tenancies and payments are kept while we manage it and for up to 7 years afterwards, to meet tax and legal record keeping duties and to deal with any dispute;
- rental applications that are not accepted are deleted within 6 months.
When we no longer need personal data, we delete or destroy it securely.
How we protect it
We take practical steps to protect personal data from loss, misuse and unauthorised access. Only people who need the data for their work can see it, our devices are protected by passwords or passcodes, and identity documents are shared only with the people who need them for the tenancy.
If a personal data breach happens, we will act quickly to contain it and will notify the Personal Data Protection Commissioner, and the people affected, where the law requires us to.
Your rights
Under the Personal Data Protection Act 2010 you have the right to:
- access the personal data we hold about you, and receive a copy of it;
- correct personal data that is inaccurate, incomplete, misleading or out of date;
- withdraw your consent to us processing your personal data, although we may then be unable to continue a service, and some records must still be kept by law;
- ask us to stop processing that is causing or likely to cause you substantial damage or distress;
- stop direct marketing at any time;
- ask us to transfer your personal data to another data user, where this is technically possible.
To use any of these rights, contact us on WhatsApp or by email. We may need to confirm your identity first. We will reply to an access or correction request within 21 days. We may charge a fee for an access request only where the law allows it, and we will tell you before we do.
Direct marketing
We will only send you marketing messages if you have agreed to receive them. You can tell us to stop at any time by replying "stop" or by contacting us, and we will stop.
Children
Our services are for adults. We do not knowingly collect personal data from anyone under 18, except where an adult tenant gives us details of children who will live in the property.
Questions and complaints
If you have a question or a complaint about how we handle your personal data, please contact us first and we will try to put it right. If you are not satisfied with our answer, you may complain to the Personal Data Protection Commissioner of Malaysia.
Language
This notice is provided in English and in Bahasa Malaysia. The Bahasa Malaysia version is at the end of this page. If the two versions differ, the English version applies.
Changes to this policy
We may update this policy when our services or the law change. The date at the top of this page shows when it was last changed. If a change affects how we use personal data you have already given us, we will tell you directly.
Notis privasi dalam Bahasa Malaysia
Notis ini diberikan oleh Winbox Ultimate Property Management ("Winbox Ultimate" atau "kami") di bawah Akta Perlindungan Data Peribadi 2010, sebagaimana dipinda. Kami ialah pengguna data yang bertanggungjawab ke atas data peribadi anda. Pejabat kami terletak di 105 Jalan Alor, Bukit Bintang, 50200 Kuala Lumpur. Hubungi kami melalui WhatsApp di 011 2622 25110 atau e-mel contact@wboxultimate.com.
Data yang kami kumpul
Bergantung kepada urusan anda dengan kami: nama, nombor telefon, alamat e-mel, kawasan hartanah dan mesej anda; bagi pemilik, butiran NRIC atau pasport, alamat, butiran hartanah dan hak milik, serta akaun bank untuk bayaran sewa; bagi penyewa dan pemohon, butiran NRIC atau pasport, pekerjaan, bukti pendapatan, sejarah sewaan, rujukan, penghuni lain dan kenalan kecemasan; bagi kontraktor, butiran perniagaan dan pembayaran. Laman web ini tidak menggunakan kuki analitik atau pengiklanan, dan borang hubungan tidak menyimpan apa yang anda taip. Peta di bahagian hubungan disediakan oleh Google, yang mungkin menetapkan kukinya sendiri.
Sumber data
Kebanyakan data diperoleh terus daripada anda. Kami juga mungkin menerimanya daripada pemilik hartanah, perujuk yang anda namakan, badan pengurusan bersama atau perbadanan pengurusan bangunan, dan rekod awam.
Tujuan
Kami menggunakan data peribadi untuk menjawab pertanyaan dan memberi sebut harga; menyediakan perkhidmatan pengurusan hartanah, termasuk mencari dan menapis penyewa, menyediakan dan menyetemkan perjanjian sewa, memungut sewa dan deposit, mengatur pembaikan dan menjalankan pemeriksaan; menghantar penyata, resit dan laporan; mengesahkan identiti dan menilai permohonan sewa; menyimpan akaun dan rekod serta mematuhi undang-undang; melindungi hak kami, pemilik dan penyewa; dan menghantar berita tentang perkhidmatan kami hanya jika anda bersetuju.
Butiran hubungan dan maklumat yang diminta dalam permohonan atau perjanjian adalah wajib untuk kami menyediakan perkhidmatan. Jika anda tidak memberikannya, kami mungkin tidak dapat menjawab anda, menerima permohonan atau bertindak bagi pihak anda. Maklumat lain, seperti e-mel dalam borang hubungan, adalah pilihan.
Pihak yang menerima data
Kami tidak menjual data peribadi. Kami hanya berkongsi setakat yang perlu dengan pemilik atau penyewa dalam sesuatu penyewaan, kontraktor, peguam, akauntan, ejen cukai dan penanggung insurans, Lembaga Hasil Dalam Negeri Malaysia untuk penyeteman, bank dan penyedia pembayaran, badan pengurusan bangunan, penyedia utiliti, penyedia alat kerja kami seperti WhatsApp, e-mel dan pengehosan web, serta pihak berkuasa apabila dikehendaki oleh undang-undang. Sesetengah penyedia ini mungkin menyimpan data di luar Malaysia, dan kami mengambil langkah munasabah supaya data itu dilindungi pada tahap yang setanding dengan Akta.
Tempoh penyimpanan
Pertanyaan yang tidak membawa kepada perjanjian dipadam dalam tempoh 12 bulan. Permohonan sewa yang tidak diterima dipadam dalam tempoh 6 bulan. Rekod hartanah yang kami uruskan, penyewaan dan bayarannya disimpan sepanjang tempoh pengurusan dan sehingga 7 tahun selepas itu untuk tujuan cukai, undang-undang dan pertikaian. Data yang tidak lagi diperlukan dipadam atau dimusnahkan dengan selamat.
Keselamatan
Hanya mereka yang memerlukan data untuk kerja mereka boleh melihatnya, peranti kami dilindungi kata laluan, dan dokumen identiti hanya dikongsi dengan pihak yang memerlukannya. Jika berlaku pelanggaran data peribadi, kami akan bertindak segera dan memaklumkan Pesuruhjaya Perlindungan Data Peribadi serta individu yang terjejas apabila dikehendaki oleh undang-undang.
Hak anda
Anda berhak untuk mengakses dan mendapatkan salinan data peribadi anda; membetulkan data yang tidak tepat, tidak lengkap, mengelirukan atau lapuk; menarik balik persetujuan; meminta kami berhenti memproses data yang menyebabkan atau mungkin menyebabkan kerosakan atau distres yang ketara; menghentikan pemasaran langsung pada bila-bila masa; dan meminta data anda dipindahkan kepada pengguna data lain jika boleh dilaksanakan secara teknikal. Hubungi kami melalui WhatsApp atau e-mel untuk menggunakan hak ini. Kami mungkin perlu mengesahkan identiti anda terlebih dahulu dan akan menjawab permintaan akses atau pembetulan dalam tempoh 21 hari.
Aduan
Sila hubungi kami terlebih dahulu. Jika anda tidak berpuas hati dengan jawapan kami, anda boleh membuat aduan kepada Pesuruhjaya Perlindungan Data Peribadi Malaysia. Perkhidmatan kami adalah untuk orang dewasa berumur 18 tahun ke atas.