Privacy Policy

Mindwell Systems ("we", "the firm", "us") is an applied AI practice based in Kuala Lumpur, Malaysia. This policy describes how we handle personal information that visitors provide through this website, and information shared with us in the course of an enquiry or engagement.

We treat all personal information with care. We do not collect more than we need, we do not use it for purposes beyond those described here, and we do not share it with third parties except as set out below.

Information we collect

When you contact us through the form on this website, we collect the name, email address, phone number (if provided), and the contents of your message. This information is used solely to respond to your enquiry and, if an engagement follows, to manage the working relationship.

We do not collect information passively through tracking technologies beyond what is described in our Cookie Policy. We do not purchase, trade, or obtain personal data from third-party sources.

How we use your information

• To respond to your enquiry and discuss whether an engagement is appropriate
• To manage a current engagement, including scheduling, document exchange, and correspondence
• To send written deliverables and related materials during and after an engagement
• To comply with any legal or regulatory obligations that apply to the firm

We do not use your information for marketing communications. We will not add you to any mailing list without your explicit request. We do not send unsolicited follow-up messages to people who have made an initial enquiry and not indicated a wish to proceed.

Engagement materials

Documents, data, and other materials shared with us during an engagement are handled under the terms of the confidentiality agreement in place for that engagement. Those materials are stored securely, accessed only by the team members directly involved in the work, and deleted at the close of the engagement unless we have agreed in writing to retain them.

Sharing with third parties

We do not sell, trade, or transfer personal information to any third party for commercial purposes. We may share information with service providers who assist with the firm's operations — for example, secure file storage or email infrastructure — where those providers are bound by appropriate confidentiality and data protection obligations.

We may disclose information if required to do so by Malaysian law or by a competent regulatory authority.

Data retention

Contact information from enquiries that do not proceed to an engagement is retained for no longer than twelve months, after which it is deleted. Information relating to completed engagements is retained for seven years for the purposes of professional record-keeping, after which it is securely deleted.

Your rights

Under the Personal Data Protection Act 2010 (Malaysia) and applicable data protection principles, you have the right to access the personal information we hold about you, to request correction of inaccurate information, and to request deletion of information we are no longer required to hold. To exercise any of these rights, please contact us at [email protected]. We will respond within a reasonable period and in any case within thirty days.

Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, disclosure, or destruction. No transmission of information over the internet can be considered entirely secure. If you have concerns about the security of information you are considering sharing with us, please contact us to discuss alternative arrangements.

Cookies

This website uses a small number of cookies to understand how visitors engage with our content. Full details are set out in our Cookie Policy.

Changes to this policy

We may update this policy from time to time to reflect changes in our practices or in applicable law. When we do, we will update the date at the top of this page. We recommend reviewing this page periodically if you are in an ongoing engagement with us.

Contact

If you have questions about this policy or about how we handle your personal information, please write to us at [email protected] or call +60 3-2789 4126. Our office is at Suite 21-2, Mercu 3, KL Eco City, Jalan Bangsar, 59200 Kuala Lumpur, Malaysia.