Privacy & Data Handling

Definitions

This section defines the principal terms used in this Privacy Policy to ensure clear understanding of our data practices and responsibilities.

Personal data means any information relating to an identified or identifiable natural person. Examples include name, contact details, identification numbers, and any other data that can be linked to an individual client, prospective client or website visitor.

Processing refers to any operation performed on personal data, whether automated or manual, such as collection, recording, organization, structuring, storage, retrieval, use, disclosure, restriction, erasure or destruction.

User denotes an individual who interacts with OwnerHubLex and its services, including clients, prospective clients, website visitors and other persons whose personal data may be processed in the course of providing legal services to entrepreneurs.

Service refers to the legal and ancillary services provided to entrepreneurs by OwnerHubLex, delivered through in-person consultations, digital communication channels and the OwnerHubLex.pro website.

Cookies are small text files placed on a device by a website to store information about preferences, session state and usage. Cookies enable certain website functions and analytics and may be persistent or session-based.

Purposes of Processing

OwnerHubLex processes personal data to deliver legal services, manage client relationships, meet regulatory obligations and operate the OwnerHubLex.pro website. Processing is limited to purposes that are necessary and proportionate.

• To provide legal advice and representation, including reviewing documents, preparing legal instruments and corresponding with clients and counterparties.
• To manage client engagements, scheduling, billing and record-keeping necessary for the professional relationship.
• To perform identity verification and compliance checks required by law or professional standards, including anti-funds laundering procedures where applicable.
• To communicate operational updates, respond to enquiries, and handle requests submitted through the website or other channels.
• To maintain and improve the OwnerHubLex.pro website, including analytics, security monitoring and user experience enhancements.
• To process payments and issue invoices in connection with fees for legal services and related disbursements.
• To satisfy legal, regulatory or professional obligations, including disclosure to courts, regulatory bodies or law enforcement when lawfully required.
• To retain records for legitimate business administration, dispute resolution and audit purposes in accordance with applicable retention policies.

Legal Bases for Processing

Processing of personal data is carried out on lawful bases appropriate to the context and jurisdiction. OwnerHubLex relies on one or more of the following bases where applicable under local law.

• Performance of a contract: processing necessary to provide legal services at the client’s request and to manage the attorney-client relationship.
• Legal obligation: processing required to comply with statutory or regulatory duties, such as tax, anti-funds laundering and reporting obligations.
• Legitimate interests: processing necessary for OwnerHubLex’s legitimate business interests, such as ensuring security, preventing fraud and improving services, balanced against individual rights.
• Consent: where individuals have given clear consent to the processing of certain types of personal data for specific purposes, including marketing communications.

European Data Protection Considerations

When GDPR or comparable European data protection requirements apply, the following provisions reflect relevant rights and controls available to data subjects. These measures are applied to personal data related to EU data subjects when processed by OwnerHubLex.

• Right of access: individuals may request confirmation of whether we process their personal data and obtain a copy of that data where applicable.
• Right to rectification: individuals may request correction of inaccurate or incomplete personal data.
• Right to erasure: where permitted by law, individuals may request deletion of personal data that is no longer necessary or unlawfully processed.
• Right to restrict processing and to object: individuals may request restriction of processing or object to processing in certain circumstances.
• Right to data portability: where technically feasible and applicable, individuals may request transfer of their personal data to another controller.
• Right to lodge a complaint with a supervisory authority: individuals may contact relevant data protection authorities if they consider their rights have been infringed.

Cookies and Similar Technologies

OwnerHubLex.pro uses cookies and similar technologies to provide core website functionality, to analyze traffic and to support user preferences. Visitors can manage cookie settings as described below.

Common types include essential cookies for site operation, analytics cookies for performance measurement, functionality cookies for remembered preferences, and optional marketing cookies for third-party content.

Cookies are categorized by purpose and duration. Session cookies expire at the end of a visit, while persistent cookies remain until deleted or expired. Categorization helps users make informed choices about consent where required.

Users may control cookie preferences through their browser settings or via an on-site cookie control mechanism where provided. Disabling certain cookies may affect website functionality or user experience.

For more detail on cookie use and management, consult the cookie policy available on OwnerHubLex.pro.

Sharing and Disclosure of Personal Data

OwnerHubLex shares personal data only as necessary to deliver services, comply with legal obligations, or with third parties engaged to support operational needs, under appropriate safeguards.

• Professional advisors and service providers such as accountants, specialist counsel, process servers and expert witnesses engaged to provide services on a need-to-know basis.
• Regulatory bodies, courts, law enforcement or other public authorities where disclosure is required by law or necessary for legal processes.
• Payment processors, business institutions and auditors for billing, reconciliation and statutory compliance purposes.
• Technology and hosting providers who store or process data on behalf of OwnerHubLex under contractual data protection arrangements.
• Third parties authorized by the client, including business partners or representatives, when the client has given consent or instruction to share information.
• In the event of a corporate transaction such as a merger, sale or reorganization, personal data may be transferred as part of the business assets, subject to applicable protections.

International Data Transfers

Personal data may be transferred to jurisdictions outside Malaysia when necessary to provide services or engage third-party providers. Transfers are conducted in accordance with applicable data protection laws and with appropriate safeguards.

Safeguards for cross-border transfers may include contractual clauses, data processing agreements, encryption, and selection of recipients that maintain appropriate security measures consistent with statutory requirements.

Data Retention

OwnerHubLex retains personal data only for as long as necessary to fulfill the purposes described, to meet legal and professional record-keeping obligations, and to resolve disputes or enforce agreements.

Client files and account records are retained for periods required by local professional standards and tax laws. Retention periods vary depending on the type of record and applicable regulatory requirements.

Communications and correspondence related to client matters are kept for the duration of the matter and for a period thereafter as required by internal policy and statutory obligations to ensure proper record-keeping.

Website logs, access records and analytics data are retained in aggregated or anonymized form for analysis and security monitoring. Raw logs may be retained for defined operational periods before deletion or secure archival.

When personal data is no longer necessary and no legal retention requirement applies, OwnerHubLex will securely delete or de-identify the data in accordance with established procedures.

Security of Personal Data

OwnerHubLex implements technical and organizational measures to protect personal data against unauthorized access, alteration, disclosure or destruction. Measures are proportionate to the risk and consistent with professional responsibilities.

• Administrative controls including access restrictions, staff training on data protection and role-based access to confidential information.
• Technical safeguards such as encryption for data in transit and at rest where appropriate, secure hosting, firewalls and intrusion detection mechanisms.
• Physical and procedural protections for on-site records and devices, secure disposal processes and periodic review of security practices.

Your Rights

Subject to local law and professional duties, individuals have certain rights regarding their personal data. Requests will be processed in accordance with legal requirements and professional obligations.

• Right to access: request access to personal data we hold and obtain a copy of the information in a readable format where applicable.
• Right to rectify: request correction of inaccurate or incomplete personal data held by OwnerHubLex.
• Right to erasure: request deletion of personal data when retention is no longer necessary and no overriding legal obligation exists.
• Right to restrict or object: request limitation of processing or object to processing on grounds relating to personal circumstances, to the extent permitted by law.
• Right to data portability: request transfer of certain personal data to another controller in a structured, commonly used and machine-readable format where applicable.
• Right to withdraw consent: withdraw consent for processing where consent is the legal basis, without affecting the lawfulness of processing prior to withdrawal.
• Right to withdraw consent: Where processing is based on consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing prior to withdrawal.
• Right to appeal to a supervisory authority: If you consider that processing of your personal data infringes applicable law, you may file a complaint with the relevant data protection authority in Malaysia.

How to exercise your data subject rights

Requests to access, correct, port, restrict, or delete personal data can be submitted to OwnerHubLex using the contact details below. To process a request we may require identity verification and contextual information about the data or processing activity you refer to. We will inform you if further details are needed.

[email protected]

We aim to respond to valid requests within a reasonable timeframe. Typically OwnerHubLex will acknowledge receipt within 14 calendar days and provide a substantive response within 30 calendar days, subject to any legally permitted extensions or the need for additional verification.