Effective date: 1 January 2024
Last updated: 1 January 2024
DeskPro Climate Solutions (SSM Registration No. 202301045782), operating from 15-2, Jalan Tun Sambanthan, Brickfields, 50470 Kuala Lumpur, is committed to protecting your personal data in accordance with the Personal Data Protection Act 2010 (Act 709) of Malaysia ("PDPA"). This Privacy Policy explains what information we collect, why we collect it, and how we safeguard it when you use our website at deskpro.pro or engage our air conditioning services.
1. Information We Collect
1.1 Information You Provide Directly
When you request a quotation, book a service appointment, or contact us through our website, phone, or email, we may collect the following personal data:
- Full name and preferred form of address
- Phone number and email address
- Residential or business address where air conditioning services are to be performed
- Details of your air conditioning units, including brand, model number, and installation location
- Description of the issue or service you require (e.g., refrigerant leak, compressor failure, routine chemical wash)
- Preferred appointment dates and times
- Payment information when settling invoices (processed securely through our payment partner; we do not store card details on our servers)
1.2 Information Collected Automatically
When you visit deskpro.pro, our web server and analytics tools may automatically record:
- Your IP address and approximate geographic location
- Browser type, operating system, and device information
- Pages you visit, time spent on each page, and referring URL
- Click patterns and scrolling behaviour on our site
2. How We Use Your Information
We process your personal data for the following purposes, each of which constitutes a lawful basis under the PDPA:
- Service fulfilment — to schedule technician visits, carry out air conditioning repairs, maintenance, or installations, and to communicate service updates or follow-up recommendations
- Quotations and invoicing — to prepare accurate cost estimates based on your unit specifications and to issue receipts or tax invoices
- Customer support — to respond to enquiries, troubleshoot post-service concerns, and manage warranty claims with equipment manufacturers on your behalf
- Service improvement — to analyse aggregate website usage data so we can improve site performance, content relevance, and the overall customer experience
- Legal compliance — to meet obligations under Malaysian tax, business registration, and consumer protection regulations
- Marketing communications — to send seasonal maintenance reminders, promotional offers, or energy-saving tips, only where you have given prior consent; you may withdraw this consent at any time
3. Cookies and Tracking Technologies
Our website uses cookies — small text files stored on your device — to enhance your browsing experience. The types of cookies we use include:
- Essential cookies — required for core site functions such as form submissions and session security tokens; these cannot be disabled without breaking site functionality
- Analytics cookies — used via Google Analytics to understand how visitors interact with our pages; data is anonymised and aggregated before analysis
- Preference cookies — remember your language selection or previously entered contact details to save time on repeat visits
You can manage or delete cookies through your browser settings. Disabling non-essential cookies will not prevent you from using our website, though some convenience features may be unavailable.
4. Sharing Information With Third Parties
We do not sell, rent, or trade your personal data. We may share limited information with the following categories of third parties, strictly on a need-to-know basis:
- Equipment manufacturers — such as Daikin, Panasonic, Mitsubishi Electric, and others, when processing warranty claims or registering newly installed units under your name
- Payment processors — to securely handle credit card, debit card, or online banking transactions
- Web hosting and analytics providers — who store website data on servers and provide aggregated traffic reports; these providers are contractually required to protect your data
- Regulatory authorities — where disclosure is required by Malaysian law, court order, or a valid request from an enforcement agency
5. Data Retention
We retain your personal data only for as long as it is necessary to fulfil the purposes described in this policy:
- Service records — kept for seven years from the date of the last service, consistent with Malaysian tax and accounting requirements, and to support warranty or dispute resolution
- Enquiry and quotation data — retained for twelve months after your last interaction; if no service is booked, the data is then securely deleted
- Website analytics data — aggregated and anonymised data may be retained indefinitely; identifiable data such as IP addresses is purged after twenty-six months
- Marketing consent records — maintained for as long as you remain subscribed and for twelve months following withdrawal of consent, as evidence of compliance
6. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encrypted data transmission via HTTPS across all pages of deskpro.pro, restricted access controls for staff who handle customer records, regular software updates and security patches on our servers, and secure physical storage for any paper-based service documentation at our Brickfields office.
While no system can guarantee absolute security, we continually review and strengthen our safeguards in line with industry best practices.
7. Your Rights Under the PDPA
As a data subject under the Personal Data Protection Act 2010, you have the right to:
- Access — request a copy of the personal data we hold about you
- Correction — ask us to correct any inaccurate or incomplete information
- Withdrawal of consent — withdraw consent for marketing communications or any non-essential processing at any time, without affecting the lawfulness of processing carried out before withdrawal
- Complaint — lodge a complaint with the Department of Personal Data Protection Malaysia if you believe your data has been mishandled
8. Contact Us for Data Requests
To exercise any of the rights described above, or if you have questions about how we handle your personal data, please contact our data management team:
- Email: [email protected] (subject line: "Data Request")
- Post: DeskPro Climate Solutions, 15-2, Jalan Tun Sambanthan, Brickfields, 50470 Kuala Lumpur
We will acknowledge your request within seven working days and provide a substantive response within twenty-one working days, as required by the PDPA.
9. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any material changes will be posted on this page with an updated "Last updated" date. We encourage you to review this policy periodically to stay informed about how we protect your information.