Definitions
Key terms used in this policy are defined to clarify the scope of data processing and the roles of parties involved.
- Personal data means any information relating to an identifiable individual, such as name, contact details, identification numbers, professional role and business contact information provided in connection with legal services.
- Processing covers any operation performed on personal data, including collection, recording, organization, storage, adaptation, retrieval, use, disclosure, erasure and destruction carried out by or on behalf of TrustMLink.
- User refers to any individual whose personal data is collected by TrustMLink, including clients, prospective clients, third-party contacts and service providers who interact with our website or use our services.
- Service means the legal consulting services offered by TrustMLink related to contract drafting, review, negotiation support, compliance audits and dispute preparedness for business agreements.
- Cookies are small text files placed on a device when visiting a website, used to recognize returning visitors, enable functionality and gather anonymized analytics to improve site performance.
Data Collection
We collect personal data that is necessary for the provision of our services, for legitimate business operations and to meet regulatory obligations. Collection is limited to relevant information and handled in line with professional confidentiality obligations.
Data You Provide
When you contact us or engage our services, you may provide personal data necessary for client onboarding, matter handling and communication.
- Contact information such as full name, business email and telephone number.
- Business and corporate information including company name, registration details and Business ID (for example 601973243511) when relevant to the matter.
- Identification and billing details required to verify identity and process fees.
- Documentation associated with legal matters such as contracts, correspondence and supporting documents.
- Preferences and instructions related to engagement scope, communication methods and delivery of services.
- Any other information you choose to provide in the course of consultations or requests for proposals.
Automatically Collected Data
When you visit our site or interact with certain features, we may collect limited technical information to support functionality and security.
- IP address and connection metadata used to diagnose site issues and protect against misuse.
- Device and browser type to ensure compatibility and performance.
- Usage analytics such as pages visited and time on site to improve content and navigation.
- Referrer information to understand how visitors find our website.
- Cookies and similar identifiers to support login sessions and user preferences.
- Security logs used to detect and respond to suspicious activity.
Third-Party Sources
We may receive personal data from third parties when they are involved in a matter or when public registries provide necessary business information.
- Public company registries and official records used to verify corporate details.
- Referrals and introductions from other professional advisers where consent has been provided.
- Service providers who assist with identity verification or payment processing under contract with TrustMLink.
Purposes of Processing
We process personal data only for specific, lawful purposes connected to our services, client management and compliance obligations.
- Provision and management of legal consulting services, including drafting and review of agreements.
- Client onboarding, identity verification and conflict checks to meet professional and regulatory duties.
- Billing, invoicing and business record-keeping for services rendered.
- Security, fraud prevention and maintenance of confidential records.
- Communication about service updates, appointments and responses to queries related to engagements.
- Improvement of our website and services through anonymized analytics.
- Compliance with legal and regulatory obligations, including requests from authorities where lawful.
- Handling of disputes, contribute and legal proceedings involving our services.
Legal Bases for Processing
We rely on appropriate legal bases to process personal data, depending on the purpose and jurisdictional requirements applicable to each case.
- Performance of a contract: processing necessary to provide legal services requested by a client.
- Legal obligation: processing required to comply with statutory, tax or regulatory duties.
- Legitimate interests: processing for secure operation of services, fraud prevention and business administration, balanced against individual rights.
- Consent: where consent is sought for non-essential communications or marketing, such consent may be withdrawn at any time.
GDPR and International Protections
For individuals subject to the European Union's General Data Protection Regulation, certain additional protections may apply. TrustMLink respects these rights and provides mechanisms to exercise them where relevant.
- Right of access: you may request confirmation of whether we process your personal data and obtain a copy of that data.
- Right to rectification: inaccurate or incomplete personal data can be corrected.
- Right to erasure: in limited circumstances you may request deletion of personal data that is no longer necessary or where processing relied on consent that has been withdrawn.
- Right to restriction and objection: you may request limits on processing or object to certain processing activities where applicable.
- Right to data portability: where processing is based on consent or contract and conducted by automated means, you may request a machine-readable copy of personal data.
- Right to lodge a complaint with a supervisory authority if you believe your data protection rights have been violated.
Cookies and Similar Technologies
Cookies and similar technologies are used on our website to enable essential functions, remember preferences and collect anonymized analytics to improve user experience.
We use essential cookies for site functionality, performance cookies for analytics and optional cookies for user preferences. Third-party cookies from analytics providers may also be used with appropriate controls.
Categories include strictly necessary cookies, performance and analytics cookies, and functionality cookies that store user preferences. Marketing cookies are not used without explicit consent.
Users can manage cookie preferences through browser settings or the cookie consent tool available on our site. Disabling non-essential cookies may affect certain features.
Cookie Policy
Data Sharing and Disclosure
We limit disclosure of personal data to parties who require it to provide services or where required by law. Transfers are governed by agreements and safeguards to maintain confidentiality.
- Service providers engaged to support client matters, such as document management and secure communications providers.
- Professional advisers and expert witnesses engaged for specific matters, subject to confidentiality obligations.
- Regulatory and government authorities where disclosure is legally required.
- Potential buyers, advisors and acquirers in the event of a business sale, subject to confidentiality protections.
- Payment processors and business institutions for billing and payment reconciliation.
- Analytics and hosting providers who process data under contract and strict access controls.
International Transfers
TrustMLink may transfer personal data to service providers or advisers located outside Malaysia for legitimate business purposes. Such transfers are governed by contractual safeguards and, where relevant, mechanisms consistent with applicable data protection standards.
We apply appropriate safeguards for cross-border transfers, such as contractual data protection clauses, careful selection of processors and review of local legal frameworks to maintain an adequate level of protection.
Data Retention
We retain personal data for the period necessary to fulfil the purposes set out in this policy, to satisfy legal and regulatory requirements and to maintain necessary records for professional standards and dispute resolution.
Account and client onboarding information is retained for the duration of the professional relationship and for a period thereafter consistent with legal, regulatory and professional record-keeping obligations, typically up to seven years where required for tax or compliance purposes.
Communications and matter-related correspondence are retained for as long as necessary to manage the matter and as required by applicable retention schedules tied to legal, regulatory or contractual obligations.
Technical logs and security records are retained for limited periods to support incident response and fraud prevention, after which they are securely deleted or anonymized.
When retention periods expire, personal data will be securely deleted or anonymized unless its continued retention is necessary for legal proceedings, compliance or similar legitimate reasons.
Security of Personal Data
TrustMLink maintains administrative, technical and physical safeguards designed to protect personal data against unauthorized access, disclosure, alteration and loss. Security measures are regularly reviewed and updated in line with evolving risks and professional obligations.
- Encryption of data in transit and, where appropriate, at rest using industry-recognized protocols.
- Access controls and role-based permissions to limit data access to authorized personnel only.
- Regular security assessments, monitoring and incident response procedures to detect and address vulnerabilities.
Your Rights
Depending on applicable law, individuals may exercise a range of rights regarding their personal data. Requests are handled promptly and in accordance with legal requirements.
- Right to access personal data held about you and to receive a copy in a commonly used format where applicable.
- Right to request correction of inaccurate or incomplete personal data.
- Right to request erasure of personal data in specific circumstances, subject to legal and professional record-keeping obligations.
- Right to request restriction of processing or to object to certain processing activities based on legitimate interests or direct marketing.
- Right to data portability where processing is based on consent or contract and carried out by automated means.
- Right to withdraw consent at any time for processing activities that relied on consent, without affecting the lawfulness of prior processing.
- Right to lodge a complaint with an appropriate supervisory authority if you believe your rights have been infringed.
- To exercise any rights, contact us using the details below and provide sufficient information to verify your identity and the scope of your request.
Your Privacy Rights and Requests
TrustMLink recognizes the data rights available to individuals under applicable Malaysian privacy laws. If you wish to request access, correction, portability, restriction of processing, or deletion of your personal data that we control, please submit a verifiable request. We will assess the request, verify identity, and respond in accordance with legal requirements and our internal procedures.
[email protected]
Requests are acknowledged within 5 business days. Where additional verification or review is required, or where complex requests necessitate more time, we will provide an estimated timeline and regular updates. We aim to complete standard requests within 30 days unless a legal exception or complexity requires an extended period.
Marketing Communications and Choices
TrustMLink may use your contact details to send service-related notices and lawful marketing about legal services relevant to business agreements. Communications will be professional, targeted to your business needs, and limited to subjects you have opted into or where legitimate interest applies. We process marketing data with respect for your preferences and applicable law.
You may opt out of marketing communications at any time using the unsubscribe link included in each message, by contacting our data protection contact, or by updating your preferences in your account dashboard. Opting out will not affect transactional or service messages necessary to provide our contracted services.
Children and Minors
TrustMLink is a professional legal consulting service intended for business use and lawful adult decision-makers. We do not knowingly collect personal data from individuals under 18 for provision of business consultancy services. If we become aware that we have inadvertently collected such data, we will take steps to delete it as required by law.
Links to Third-Party Sites
Our website and communications may include links to third-party resources, technology providers, or government portals. TrustMLink is not responsible for the privacy practices or content of those external sites. We encourage you to review the privacy policies of any third parties before sharing personal information with them.
Updates to This Privacy Information
We review and update our privacy information periodically to reflect legal changes, service developments, or operational improvements. Material changes that affect how we use personal data will be communicated through prominent notices on TrustMLink.info or direct communications. Continued use of our services after such notice indicates acceptance of the updated terms.
