Privacy and data handling at DealTopRumah

Definitions

This section provides plain-language definitions to help you understand terms used in the policy, illustrated with brief examples from typical property transactions and case scenarios.

Purposes of processing

We process data to support specific, legitimate real estate activities. Below are practical purposes illustrated with short examples from past cases to show how information is used.

• Deal preparation and documentation: assembling a transaction pack for solicitors with verified title and utility records.
• Coordination of inspections and contractors: contacting vendors and scheduling remedial works identified during pre-sale inspections.
• Communications: keeping parties informed of timelines, required documents and negotiation updates by email or phone.
• Compliance checks: verifying identity and ownership documents to reduce fraud risk in property transfers.
• Payment handling: processing deposits or administrative fees when clients opt for paid support packages.
• Analytics and service improvement: analyzing anonymized usage to refine checklists and case-study materials.
• Dispute resolution and audit trails: retaining records to clarify actions taken during a transaction if discrepancies arise.
• Legal obligations: responding to lawful requests from authorities or courts when legally compelled to disclose information.
• Client support: providing practical follow-up, post-completion documentation and lessons learned summaries after a deal closes.

Legal bases for processing

We rely on lawful bases relevant to each purpose. For example, contractual necessity, legitimate interests, consent where required, and compliance with legal obligations.

• Contractual necessity: processing required to perform services agreed in an engagement letter or service agreement.
• Legitimate interests: preventing fraud, securing transaction records and improving service delivery through anonymized analytics.
• Consent: when we ask for optional consents such as marketing communications, you may withdraw consent at any time.
• Legal obligation: fulfilling statutory duties such as responding to lawful governmental or judicial requests.
• Performance of public interest tasks or other grounds as required by applicable law in specific scenarios.

Your rights and how to exercise them

Although DealTopRumah operates in Malaysia, we describe common data subject rights and provide practical instructions on how to make requests. We will respond using the procedures and timelines set by applicable law.

• Right of access: request a copy of personal data we hold about you; we provide it in a portable, commonly used format when feasible.
• Right to rectification: ask us to correct inaccurate or incomplete data, for example an incorrect postal address in a transaction folder.
• Right to restriction or objection: request restriction or raise objections to processing on grounds specific to your circumstance, such as legitimate interests versus your privacy rights.
• Right to erasure: where applicable, request deletion of personal data that is no longer necessary for the purposes it was collected, subject to legal retention requirements for transactional records.
• Right to data portability: request a structured export of data you provided to us for the purpose of transferring it to another service provider.
• How to make a request: contact [email protected] or use our postal address with clear ID verification; include Business ID 883328844055 when relevant.
• Response handling: we will acknowledge receipt of valid requests and follow legal timelines; we may require identity verification to protect privacy.

Cookies and similar technologies

Cookies help operate our website and client portals. We explain categories, why they matter for users and how to manage settings.

Types: essential cookies for security and login; functional cookies for preferences; performance cookies for analytics; third-party cookies for integrated tools like maps or payment gateways.

Categories explained with examples: session cookies to keep you logged in during an upload, analytics cookies to measure downloads of our checklist templates, and marketing cookies only used with consent.

Manage cookies via your browser settings and any cookie preference controls on our site. Blocking certain cookies may affect the usability of client portals or document submission features.

Read our detailed cookie policy and preference center on the DealTopRumah website for step-by-step instructions.

When and with whom we share data

We share data only as needed to progress a transaction or comply with legal obligations. Below are typical recipients and scenarios illustrated with short case examples.

• Solicitors and conveyancers: to complete transfer documents and perform title searches as part of a sale or purchase.
• Valuers and lenders: to obtain valuations and support loan applications where the client has requested management coordination.
• Contractors and service providers: to arrange repairs or surveys on instruction from the property owner or as part of agreed services.
• Government and public authorities: if legally required to disclose documents or respond to enforcement actions related to a property.
• IT and cloud providers: for secure hosting and document storage used to maintain client transaction folders.
• Auditors and insurers: when necessary for compliance checks or insurance claims related to a transaction.
• Aggregated anonymized data: shared internally or with partners solely in a non-identifiable form for benchmarking and service improvement.

International data transfers

Some service providers we use may be located outside Malaysia. When transferring data internationally, DealTopRumah applies safeguards such as contractual protections and access controls to maintain a comparable level of protection for personal data.

Typical safeguards include standard contractual clauses with processors, encryption in transit, and limiting cross-border transfers to jurisdictions with appropriate protections or to processors that commit to equivalent security measures.

Data retention

Retention periods vary by document type and legal requirements. We retain what is necessary for operational, legal and compliance reasons and provide examples below tied to typical case scenarios.

Account and engagement records: retained for the duration of active engagement plus a defined post-completion period (typically several years) to support potential queries or audits related to a closed transaction.

Communications and emails: retained for case continuity and dispute resolution for a reasonable period aligned with transactional timelines and legal obligations.

Access logs and system records: stored for security and audit purposes for a defined window to support incident contribute and operational integrity.

Deletion practices: upon expiry of retention periods or valid erasure requests (when legally possible), data is securely deleted or anonymized. Certain records required by law for conveyancing may be retained longer as necessary.

Security measures

DealTopRumah implements a combination of administrative, technical and physical measures proportionate to the sensitivity of the data we process. Security practices are informed by real transaction scenarios, such as secure handling of certified title scans and restricted access to client folders.

• Access controls and role-based permissions limiting document access to authorized staff and contracted professionals on a need-to-know basis.
• Encryption of data in transit and at rest for document storage and client portal interactions, with routine key management and backups.
• Operational practices including secure upload channels, regular security reviews, and incident response procedures informed by past case experiences.
• Periodic security reviews and staff training: regular internal audits of access logs, scheduled refresher training for employees handling client data, and scenario-based exercises to improve incident response times.

Your Data Rights

DealTopRumah recognizes the data subject rights available under applicable Malaysian and international privacy practices. Below we outline the actions you can take and the scope of each right, illustrated with practical scenarios and examples drawn from common real estate transactions to help you decide which requests are appropriate for your case.

• Right of access — You can request a copy of the personal data we hold about you. Example: if you want to see documents we kept during a property valuation, we will supply the relevant records within the response timeframe.
• Right to rectification — If information is inaccurate or incomplete, you may ask us to correct it. Scenario: updating a change of bank account details used for escrow settlements; we will update records after verifying identity.
• Right to erasure (where applicable) — You may request deletion of personal data when retention is no longer necessary or processing lacks a lawful basis. Case: removing marketing-only contact details after you withdraw consent; operational records required by law may be retained as required.
• Right to restriction of processing — You can ask us to limit processing while a dispute about accuracy or lawfulness is resolved. Example: pausing marketing communications or certain automated analyses during contribute.
• Right to data portability — Where feasible, you may request a machine-readable copy of personal data provided directly by you for transfer to another provider. Use case: exporting buyer profile and transaction preferences to a new agency.
• Right to object — You may object to processing based on legitimate interests or direct marketing. Scenario: opting out of profiling that tailors property suggestions; we will honor opt-outs while preserving necessary operational processing.
• Right to withdraw consent — For processing based on consent, you may withdraw consent at any time without affecting prior lawful processing. Example: retracting permission to receive promotional newsletters.
• Right to lodge a complaint — If you consider our handling of your personal data incorrect, you can lodge a complaint with DealTopRumah or with the relevant supervisory authority in Malaysia. We provide practical guidance and precedents to help you prepare the complaint.
• Right to be informed — We commit to clear notices about what data we collect and why, with examples and checklists for common transaction steps such as listings, viewings, negotiations, and closings.

How to Submit a Rights Request

To exercise any of the rights listed above, please submit a request through our online rights form on DealTopRumah.pro or send a written request to our office. Include your full name, the property or transaction reference if applicable, and a clear description of the right you are exercising. We may request additional information to verify your identity and the scope of your request.

[email protected]

We aim to acknowledge receipt of your request within 5 business days and to provide a substantive response within 30 calendar days. Complex requests or where verification is required may take longer; in such cases we will inform you of the expected timeline and any lawful reasons for extension.