Last updated: 15 April 2025
Privacy Policy
This Privacy Policy explains how Solace Dept ("we", "our", "us") collects, uses, and protects the personal data you provide when using our website or engaging our interior design services. We take data privacy seriously and handle all personal information in accordance with Malaysia's Personal Data Protection Act 2010 (PDPA).
If you have any questions about this policy, please contact us at [email protected].
1. Data We Collect
We collect personal data in the following ways:
1.1 Information you provide directly
- Name and contact details (email address, phone number)
- Home or workspace address (if provided for site visits)
- Messages and enquiries submitted through our contact form
- Project-related documents, photographs, and floor plans shared with us
1.2 Information collected automatically
- Browser type and version
- Pages visited and time spent on each
- Referring URL
- General location (country/city, not precise coordinates)
We do not collect sensitive personal data such as identity card numbers, financial account details, or health information.
2. How We Use Your Data
We use personal data only for purposes directly related to delivering our services:
- Responding to enquiries and scheduling consultations
- Delivering interior design services — including site visits, design documentation, and project correspondence
- Sending service-related communications (project updates, invoices, follow-up notes)
- Improving the quality and presentation of our website
- Complying with applicable legal obligations
We do not use your data for unsolicited marketing communications. We do not sell, trade, or rent personal data to third parties for commercial purposes.
3. Legal Basis for Processing
- Consent: Where you have explicitly provided information through our contact form or enquiry process
- Contractual necessity: Where data is required to perform services you have engaged
- Legitimate interests: For the operation and improvement of our website, provided your rights are not overridden
- Legal compliance: Where processing is required to meet our obligations under Malaysian law
4. Data Retention
We retain personal data for as long as necessary to fulfil the purpose for which it was collected:
- Enquiry data (no engagement follows): 12 months from the date of enquiry
- Active project data: For the duration of the engagement and 3 years thereafter
- Financial and contractual records: 7 years as required by Malaysian law
- Website analytics data: 26 months (standard analytics retention)
5. Third-Party Services
We may share limited data with third-party services in the following circumstances:
- Google Analytics: Anonymised website usage data for performance monitoring
- Email service providers: Used to deliver correspondence and project documentation
- Contractors and suppliers: Where explicitly required and with your awareness for project delivery purposes
We do not share personal data with advertising networks or social media platforms for targeting purposes.
6. Cookies
We use cookies to understand how visitors use our website. You can manage cookie preferences at any time via our Cookie Policy page. Essential cookies cannot be disabled as they are required for the website to function.
7. Data Security
We take reasonable technical and organisational measures to protect your personal data:
- HTTPS encryption for all data in transit
- Access to client data restricted to relevant project team members
- No project files or client images stored on public-facing servers
- Third-party services assessed for data security practices before use
In the event of a data breach that poses a risk to your rights and freedoms, we will notify the relevant authorities and, where required, affected individuals in accordance with PDPA provisions.
8. Your Rights
Under the Personal Data Protection Act 2010, you have the following rights in respect of your personal data:
- Right of access: You may request a copy of personal data we hold about you
- Right of correction: You may request that inaccurate or incomplete data be corrected
- Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time
- Right to prevent processing for marketing: You may instruct us not to use your data for direct marketing
To exercise any of these rights, please write to us at [email protected]. We will respond within 21 days.
9. Children's Privacy
Our services are intended for adults aged 18 and above. We do not knowingly collect personal data from individuals under the age of 18. If you believe we have inadvertently collected such data, please contact us and we will delete it promptly.
10. External Links
Our website may contain links to external websites. We are not responsible for the privacy practices of those sites and encourage you to review their policies separately.
11. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of the document. Continued use of our website following any changes constitutes acceptance of the revised policy.
12. Contact
For all privacy-related enquiries, please contact:
Solace Dept
41 Jalan Ampang, 50450 Kuala Lumpur, Malaysia
Email: [email protected]
Phone: +60 3-2163 9472