Privacy Policy

1. Introduction

Ashgrove Ledger ("we", "us", "our") is committed to handling personal data with care and transparency. This policy explains what personal information we collect, why we hold it, how long we keep it, and what rights you have in relation to it.

This policy applies to personal data collected through our website at ashgrovejded.pro, through our contact form, and in the course of providing family documentation and archival services. It is written in compliance with Malaysia's Personal Data Protection Act 2010 (PDPA 2010).

If you have questions about this policy or about how we handle your information, please write to [email protected].

2. Data Controller

The data controller for personal data processed under this policy is Ashgrove Ledger, 54 Jalan Bendahara, 75100 Melaka, Malaysia. Contact: [email protected] or +60 6 3852 7164.

3. What Personal Data We Collect

We collect personal data in the following situations:

• Website contact form: name, email address, and telephone number (telephone is optional). We also collect the content of any message submitted.
• Email and telephone enquiries: the contact details you provide when you write or call us.
• During service engagements: the information provided by the household in the course of the engagement — names of family members, document descriptions, object descriptions, provenance notes, and any other information the household chooses to share with us. This information is collected for the sole purpose of producing the agreed output and is not used for any other purpose.
• Website analytics: if you accept analytics cookies, anonymised data about your use of our website (pages visited, time on page, browser type). No personally identifiable data is collected through analytics.

4. Legal Basis for Processing

We process personal data on the following bases under the PDPA 2010:

• Contract: processing necessary to carry out the service you have requested.
• Consent: where you have provided explicit consent (for example, by submitting the contact form or accepting optional cookies).
• Legitimate interests: for internal administrative purposes, such as maintaining records of completed engagements for a reasonable period.

5. How We Use Personal Data

Personal data collected through the contact form is used to respond to your enquiry and, if you proceed, to carry out the agreed service. We do not use your contact details for marketing communications unless you have explicitly requested to be kept informed of relevant updates.

Personal data collected during a service engagement is used solely to produce the agreed output (the Where Things Are Sheet, the catalogue, or the archive collection). It is not used for any other purpose and is not shared with any third party without your written authorisation.

6. Retention Periods

Contact form submissions are retained for six months from the date of submission, after which they are deleted.

For the Where Things Are Sheet, no records are retained by us after the appointment is complete and the printed output has been delivered to the household.

For the Heirloom and Object Cataloguing and the Family Archive and Handover Programme, retention terms are set out in the written brief agreed before the engagement begins. At the end of the agreed retention period, all materials are deleted or returned to the household in accordance with the brief.

7. Data Sharing

We do not sell personal data. We do not share personal data with third parties for marketing purposes. Personal data collected in the course of a service engagement is not shared with any third party without written authorisation from the household.

We may share contact data with service providers who assist us in operating the website (for example, web hosting providers), but only where those providers are bound by appropriate data processing agreements.

8. Cookies

Our website uses essential cookies necessary for basic site functionality, and optional analytics cookies. You can manage your cookie preferences at any time via our Cookie Policy page.

9. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or disclosure. Digital outputs and any copies of records held during a service engagement are encrypted. Access to personal data held by us is restricted to the practitioner conducting the engagement.

In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify you and the relevant authority as required by applicable law.

10. Your Rights Under the PDPA 2010

Under Malaysia's Personal Data Protection Act 2010, you have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate personal data.
• Withdraw consent to the processing of your personal data (where processing is based on consent).
• Request that we cease processing your personal data for direct marketing purposes.

To exercise any of these rights, please write to [email protected]. We will respond within a reasonable time and in accordance with the PDPA 2010.

If you believe your rights under the PDPA 2010 have not been respected, you may lodge a complaint with the Department of Personal Data Protection Malaysia (JPDP): www.pdp.gov.my.

11. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices of those websites. We encourage you to read the privacy policies of any external sites you visit.

12. Children's Privacy

Our services are intended for adults (18 years and older). We do not knowingly collect personal data from persons under the age of 18. If you believe a minor has submitted personal data to us, please contact us and we will delete it promptly.

13. Changes to This Policy

We may update this policy from time to time. The date at the top of the policy shows when it was last revised. Continued use of our website or services after a policy update constitutes acceptance of the revised policy.

14. Contact

For any questions about this policy or about how we handle your personal data, please contact us at:

• Email: [email protected]
• Post: Ashgrove Ledger, 54 Jalan Bendahara, 75100 Melaka, Malaysia
• Telephone: +60 6 3852 7164