Privacy Policy

Last updated: 15 January 2024

1. Introduction

CoolBreeze Solutions Sdn Bhd (Company Registration No. 202301XXXXXX) ("we," "us," or "our") is committed to safeguarding the privacy of every individual who interacts with our business. This Privacy Policy explains how we collect, use, store, disclose, and protect personal data obtained through our website at convrtpro.pro, our mobile communications channels, and during the provision of our air conditioning installation, maintenance, and repair services throughout Malaysia.

This policy is drafted in accordance with the Malaysian Personal Data Protection Act 2010 (PDPA) and applies to all customers, prospective customers, website visitors, and any other individuals whose personal data we process in the course of our operations.

2. Information We Collect

We collect personal data that is necessary to deliver our air conditioning services effectively and to maintain a professional relationship with you. The categories of information we collect include:

Identity Data: Full name, NRIC number or passport number (where required for warranty registration), and preferred title or salutation.
Contact Data: Residential or business address, email address, mobile phone number, and alternative telephone numbers.
Property Data: Details of the premises where services are to be performed, including property type, floor area, number of rooms, and existing aircon unit specifications.
Transaction Data: Records of services purchased, payment amounts, payment methods, invoice details, and service history.
Technical Data: IP address, browser type, operating system, device identifiers, time zone settings, and browsing behaviour on our website collected through cookies and similar technologies.
Communication Data: Records of correspondence between you and our team, including emails, WhatsApp messages, live chat transcripts, phone call notes, and feedback or complaint records.

We collect this data directly from you when you fill in forms on our website, book an appointment, request a quotation, communicate with our technicians, or engage with us through any other channel. In some cases, we may receive data from third-party referral partners, property management companies, or online service platforms through which you have contacted us.

3. How We Use Your Information

Your personal data is processed for the following purposes:

To schedule, coordinate, and carry out air conditioning installation, servicing, chemical wash, gas top-up, and repair work at your premises.
To prepare and deliver quotations, invoices, receipts, and warranty documentation.
To communicate with you regarding appointment confirmations, technician arrival times, service progress, and follow-up recommendations.
To process payments and maintain accurate financial records as required under Malaysian tax legislation.
To send you periodic service reminders, promotional offers, and newsletters where you have given consent to receive such communications.
To improve our website, services, and customer experience through analysis of usage patterns and feedback.
To comply with legal and regulatory obligations applicable to our business.

4. Data Sharing and Disclosure

We do not sell, rent, or trade your personal data to third parties for their marketing purposes. We may share your data in the following limited circumstances:

Service Partners: With authorised subcontractors or technicians engaged to perform services at your premises, limited strictly to the information needed to complete the job.
Payment Processors: With licensed financial institutions and payment gateway providers to facilitate secure transaction processing.
Equipment Manufacturers: With aircon manufacturers solely for the purpose of product warranty registration on your behalf.
Legal Compliance: With government authorities, regulators, or law enforcement agencies when required by law, court order, or regulatory directive.
Professional Advisors: With our auditors, legal counsel, or insurance providers where necessary for the conduct of our business.

5. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your browsing experience and to gather analytical data about site usage. For comprehensive details about the types of cookies we deploy and how you can manage your preferences, please refer to our Cookie Policy.

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 using SSL/TLS protocols, secure server infrastructure with firewall protection, restricted employee access on a need-to-know basis, and regular security reviews of our systems. While we take every reasonable precaution, no method of electronic storage or transmission is entirely secure, and we cannot guarantee absolute security of your data.

7. Your Rights Under the PDPA

Under the Malaysian Personal Data Protection Act 2010, you have the following rights in relation to your personal data:

Right of Access: You may request access to the personal data we hold about you and obtain a copy of such data.
Right of Correction: You may request that we correct any inaccurate, incomplete, or outdated personal data.
Right to Withdraw Consent: You may withdraw your consent for the processing of your data for marketing purposes at any time by contacting us or clicking the unsubscribe link in our emails.
Right to Limit Processing: You may request that we restrict certain processing activities where permitted by law.

To exercise any of these rights, please submit a written request to us using the contact details provided below. We will respond to all legitimate requests within fourteen (14) working days and may charge a prescribed fee for data access requests as permitted under the PDPA.

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected. Service records and transaction data are retained for a minimum period of seven (7) years to comply with Malaysian tax and accounting requirements. Warranty-related records are kept for the duration of the applicable warranty period plus an additional twelve (12) months. Marketing contact data is retained until you withdraw your consent. When personal data is no longer required, it is securely deleted or anonymised.

9. Children's Privacy

Our services are not directed at individuals under the age of eighteen (18). We do not knowingly collect personal data from minors. If you are a parent or guardian and believe that your child has provided personal data to us without your consent, please contact us immediately, and we will take steps to remove such information from our records.

10. Changes to This Policy

We reserve the right to update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. The revised policy will be posted on this page with an updated "Last updated" date. We encourage you to review this page periodically. Where changes are material, we will make reasonable efforts to notify you via email or a prominent notice on our website.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal data, please contact us at:

CoolBreeze Solutions Sdn Bhd
Email: [email protected]
Website: convrtpro.pro

We are committed to resolving any privacy-related concerns promptly and transparently.