Introduction and Scope

Data You Provide Directly

When you request an apartment match, sign up for advisory sessions, or communicate with our team, you provide information used to deliver those services. Examples below reflect common intake forms and consultation scenarios.

• Contact details: full name, email address and preferred phone number used to schedule viewings and communicate booking details.
• Property preferences: budget, unit type, preferred neighbourhoods, move-in timeframe; used to generate tailored property shortlists.
• Identity and verification documents: where required for viewings or bookings, such as a copy of ID or passport in landlord negotiation scenarios.
• Communication content: messages and notes from calls or meetings used to refine matching and record client decisions.
• Payment information: partial details needed for invoicing and payment processing stored only when you purchase a paid advisory package; full card details handled by third-party payment processors.
• Feedback and case notes: client feedback after viewings and outcomes of negotiations used for internal service improvement and documented case studies without identifying details.

Purposes of Processing

We use personal data to perform services and to operate the website. Each purpose below is linked to a practical example from our advisory work.

• To provide apartment matching and advisory: using preferences and budget to curate a shortlist and coordinate viewings.
• To communicate with clients: scheduling, updates on listings and follow-ups after viewings.
• To verify listings and perform due diligence: confirming listing accuracy before recommending properties.
• To process payments and invoices for paid advisory services and consultancy sessions.
• To improve services: analyzing anonymized case notes and aggregated use patterns to refine our matching algorithms.
• To comply with legal obligations: responding to regulatory requests or providing records required by Malaysian law.
• To prevent abuse and protect security: detecting fraud or unauthorized access attempts to protect clients and listings.
• To deliver marketing only where consented: sending service updates or relevant property opportunities when users opt in.

Data Protection and Applicable Rights

Although VelaTsuite operates in Malaysia, we adopt practices consistent with international standards, and we describe common data protection rights below with examples of how to exercise them.

• Right of access: you can request a copy of personal data we hold about you, for example a record of shortlisted properties linked to your profile.
• Right to rectification: correct incorrect contact details or preference settings used for future matches.
• Right to erasure: request deletion of personal data where retention is no longer necessary, subject to legal or contractual retention needs.
• Right to restriction: ask us to limit processing while a dispute about data accuracy is resolved.
• Right to object: object to direct marketing or profiling for non-essential services; we will stop processing for those purposes when valid.
• Right to data portability: request a structured export of personal data you provided, such as contact details and saved listing preferences.

When We Share Data

We share data only as necessary to deliver services, and always with attention to client confidentiality. Practical sharing scenarios are listed below.

• With landlords and property managers to arrange viewings and verify listing details for a specific client match.
• With professional advisors such as notaries or relocation specialists when you request integrated advisory services and provide consent.
• With third-party service providers: payment processors, hosting providers and analytics platforms, under contractual data protection terms.
• With law enforcement or regulators when required by law or to respond to legitimate legal processes.
• With trusted partners in anonymized or aggregated form for service improvement and market analysis without revealing individual identities.
• With successor entities if VelaTsuite were to merge or transfer assets, always subject to confidentiality commitments and notice to affected users.

Security Measures

We apply industry-standard technical and organizational measures to protect personal data. Security is assessed regularly and our team follows documented incident response procedures. Measures are selected proportionate to the sensitivity of data and typical risks encountered in property advisory operations.

• Encryption of data in transit using TLS and encryption at rest for sensitive records.
• Access controls and role-based permissions to limit internal access to client data used in specific property matches.
• Regular security reviews, vulnerability scanning and staff training on data protection and secure handling of case notes.

How to exercise your privacy rights

To exercise any of the rights listed above, submit a written request to our privacy team at VelaTsuite. Include your full name, the email address used with our service, a description of the information you are requesting, and a copy of government-issued ID if required to verify identity. Practical case example: if you ask for a portability export after a relocation in Penang, we will provide a structured data file containing your property preferences, saved listings, and communication history related to matches. Send requests via postal mail to 1665, Jalan Telok Air Tawar, Permatang Kanchut, 13050 Butterworth, Pinang, Malaysia or use the contact form at VelaTsuite.click/contact. Business ID: 789433227407. Request received on or after 07-02-2026 will be processed under the policy effective from that date.

[email protected]

We generally process verification and respond to rights requests within 30 days of receipt. For complex requests or cases requiring third-party coordination (for example, where property partner data must be retrieved), we may extend this period and will inform you of the expected timeline and reason for delay.