Privacy Policy

Introduction

This Privacy Policy outlines how Kenal Stamps ("we","our","us") collects, uses, maintains, and discloses information collected from users of our contract verification and stamping services. This policy complies with the Personal Data Protection Act 2010 (PDPA) of Malaysia.

Information We Collect

We collect and process the following types of personal data:

• Account information (name, email address, organization details)
• Contract documents and their contents uploaded for verification and stamping
• Payment and billing information for credit purchases
• Contract processing history and verification records
• Technical data (IP address, browser information, usage analytics)
• Communication records with our support team

Purpose of Collection

We collect and process personal data for the following purposes:

• Contract verification, data extraction, and digital stamping services
• Processing payments and managing credit balances
• Fraud prevention and security monitoring
• Compliance with Malaysian legal and regulatory requirements
• Service improvement
• Customer support and communication about our services
• Analytics to understand usage patterns and improve user experience

Contract Data Processing

When you upload contracts to our platform:

• Contract documents are processed using AI technology to extract relevant information
• Extracted data is used to generate verification stamps and compliance reports
• Contract content is stored securely and encrypted at rest and in transit
• We do not use your contract content for any purpose other than providing our services
• Contract data may be retained for audit and compliance purposes as required by law

Data Protection

We implement comprehensive technical and organizational measures to protect personal data:

• End-to-end encryption for all data transmission and storage
• Secure cloud infrastructure with regular security audits
• Access controls and authentication mechanisms
• Regular security training for our staff
• Compliance with Malaysian data protection requirements and international standards
• Incident response procedures for data breaches

Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected and to comply with legal obligations. Contract documents and extracted data are retained for a period of 7 years for audit and compliance purposes, after which they are securely deleted or anonymized. Account information is retained while your account is active and for a reasonable period thereafter.

Your Rights

Under the PDPA, you have the right to:

• Access your personal data and contract processing history
• Correct inaccurate personal data in your account
• Withdraw consent for data processing (subject to contractual obligations)
• Request deletion of your personal data (subject to legal retention requirements)
• Be informed about how your data is being used and processed
• Object to processing for direct marketing purposes
• Data portability for your contract data in a structured format

Third-Party Disclosure

We may share personal data with trusted third parties in the following circumstances:

• Cloud service providers for secure data storage and processing
• Payment processors for handling credit purchases and transactions
• AI service providers for contract analysis and data extraction
• Legal and regulatory authorities when required by Malaysian law
• Professional advisors (lawyers, accountants) bound by confidentiality

All third parties are required to maintain confidentiality and comply with Malaysian data protection laws.

International Data Transfers

If we transfer personal data outside Malaysia for cloud processing or AI services, we ensure that appropriate safeguards are in place, including standard contractual clauses and adequacy decisions. All transfers comply with Malaysian data protection requirements and maintain the same level of protection as required under the PDPA.

Cookies and Analytics

We use cookies and similar technologies to improve your experience on our platform, analyze usage patterns, and provide personalized services. You can control cookie preferences through your browser settings. We use analytics tools to understand how our contract verification services are used and to improve our platform performance.

Changes to This Policy

We reserve the right to update this privacy policy at any time to reflect changes in our services, legal requirements, or data processing practices. We will notify users of any material changes by posting the updated policy on this page and sending email notifications for significant changes. Your continued use of our services following any changes indicates your acceptance of the modified policy.

Contact Us

If you have questions about this Privacy Policy, wish to exercise your rights, or need to report a data protection concern, please contact our Data Protection Officer at privacy@kenal.io