Privacy Policy

1. Who We Are

Ardentia is an organisational change management advisory firm registered in Malaysia. Our registered office is at Suite 12A, Wisma Penang Garden, Jalan Sultan Ahmad Shah, 10050 George Town, Penang. We are the data controller for personal data collected through this website and in the course of our advisory engagements.

2. Data We Collect

We may collect the following categories of personal data:

• Contact information: Name, email address and telephone number provided via our website contact form.
• Enquiry content: The message or questions you submit through our contact form.
• Engagement data: Information you share during advisory engagements, including organisational context, staff interview summaries and feedback responses. This is collected under separate contractual arrangements.
• Technical data: IP address, browser type, pages visited and approximate location, collected automatically when you use our website.
• Cookie preferences: Your cookie consent choices, stored locally in your browser.

We do not collect sensitive personal data (such as health, financial or racial information) through our website.

3. How We Collect Data

• Directly from you: When you complete and submit our contact form.
• Automatically: Through website analytics tools and server logs when you visit our website.
• Through cookies: As described in our Cookie Policy.
• In the course of an engagement: Through interviews, surveys and working sessions conducted as part of a contracted advisory service.

4. Legal Basis for Processing

We process personal data on the following legal bases under the PDPA:

• Consent: Where you have submitted a contact form or agreed to cookies.
• Contract: Where data is necessary to deliver advisory services you have engaged us to provide.
• Legitimate interests: Where we use website analytics to understand and improve our site, provided this does not override your rights.
• Legal obligation: Where we are required by law to retain or share data.

5. How We Use Your Data

• To respond to your enquiries and communicate with you about potential or ongoing engagements.
• To deliver and manage advisory services under contract.
• To improve our website based on usage data.
• To comply with applicable legal and regulatory requirements.
• To send relevant updates about our services, where you have given consent to receive them.

We do not use personal data for automated decision-making or profiling.

6. Data Sharing

We do not sell or rent personal data to third parties. We may share data in the following limited circumstances:

• Service providers: Trusted third-party providers who assist with website hosting, analytics or email delivery, under data processing agreements that require them to protect your data.
• Legal requirements: Where disclosure is required by Malaysian law, a court order or a regulatory authority.
• With your consent: In any other circumstances where you have explicitly agreed.

7. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected:

• Contact form submissions: up to 24 months from the date of submission.
• Engagement materials and notes: up to 5 years from the close of an engagement, or as required by applicable law.
• Website analytics data: up to 26 months, after which data is aggregated and anonymised.

You may request deletion of your data at any time, subject to legal retention obligations.

8. Data Security

We take reasonable technical and organisational precautions to protect personal data against unauthorised access, disclosure, alteration or destruction. These include:

• Secure HTTPS transmission for all website data.
• Access controls limiting who within Ardentia can view personal data.
• Regular review of our data handling practices.

In the event of a data breach that may affect your rights, we will notify you and the relevant authority in accordance with our obligations under the PDPA.

9. Cookies

Our website uses cookies and similar technologies. Essential cookies are required for the site to function; analytics and preference cookies are optional and only used with your consent. Please see our Cookie Policy for full details and controls.

10. Your Rights

Under the PDPA and applicable data protection principles, you have the following rights in respect of your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request that inaccurate or incomplete data be corrected.
• Withdrawal of consent: Withdraw any consent you have given, without affecting the lawfulness of earlier processing.
• Objection: Object to processing based on legitimate interests, where your interests or rights override ours.
• Restriction: Request that we limit processing of your data in certain circumstances.
• Erasure: Request deletion of data we are not required to retain.

To exercise any of these rights, please contact us at [email protected]. We will respond within 21 days of receiving your request.

11. Third-Party Links

Our website may contain links to external websites. Ardentia is not responsible for the privacy practices of those sites and encourages you to read their policies separately before providing any personal data.

12. Children's Privacy

Our services are directed at business professionals and organisations. We do not knowingly collect personal data from individuals under the age of 18. If you believe we have inadvertently collected such data, please contact us and we will remove it promptly.

13. Changes to This Policy

We may update this policy from time to time to reflect changes in our practices or applicable law. The updated date at the top of this page indicates when the policy was last revised. Where changes are material, we will take reasonable steps to bring them to your attention.

14. Contact Us

For any questions, requests or concerns about how we handle your personal data, please contact: