Privacy Policy

Last updated: 5 March 2026

This Privacy Policy explains how RubyCoded Solutions (Reg. No. 202303143162 (AS0464971-U)) (“RubyCoded Solutions”, “we”, “us”, or “our”) collects, uses, discloses and protects your personal data when you visit our website and interact with us.

We are based in Malaysia and we aim to comply with the Personal Data Protection Act 2010 (PDPA) of Malaysia. By using our website or providing your personal data to us, you agree to the practices described in this Privacy Policy.

This Privacy Policy applies to our website and any related online contact forms, enquiries, or communications that link to or reference this Policy.

This document is for general informational purposes only and is not legal advice. For specific legal guidance, please consult a qualified lawyer.

1. Personal data we collect

We may collect and process the following categories of personal data:

• Contact details
  Name, email address, phone number, and postal or physical address (if you choose to provide it in an enquiry or form).
• Communication content
  Messages, enquiries, and any other information you choose to send us via forms or email.
• Technical and usage data
  IP address, browser type and version, pages viewed, referring/exit pages, timestamps, and basic cookies or similar technologies used to operate and improve the website.

We do not intentionally collect sensitive personal data (for example NRIC numbers or health information) via this website. Please do not submit such information unless we specifically request it and you understand why it is needed.

2. How we collect your personal data

We collect personal data in the following ways:

• Information you provide directly
  When you submit an enquiry or feedback form, subscribe to updates or newsletters (if available), or contact us by email or other communication channels.
• Information collected automatically
  Through cookies, server logs, and similar technologies when you browse our website; and through basic analytics tools that help us understand how visitors use our site (where enabled).

3. How we use your personal data

We may use your personal data for the following purposes:

• To respond to you
  Reply to your enquiries, feedback, or requests, and provide information that you ask us for.
• To operate and improve our website
  Monitor and analyse usage and performance of our website, fix issues, enhance navigation, and improve content relevance.
• To communicate with you
  Send you updates or information about our content, services, or changes to our policies, where you have consented or where it is otherwise permitted by law.
• To protect our rights and comply with law
  Detect and prevent fraud, abuse, or security incidents, and comply with legal and regulatory obligations and cooperate with authorities where required.

We will only use your personal data for the purposes described above or for any other purpose that we have informed you about and, where required by law, obtained your consent.

4. Legal basis and PDPA principles

While the PDPA does not use the same terminology as some other privacy laws, we aim to follow its key principles:

• Notice and Choice — We inform you how your data will be used and, where appropriate, ask for your consent.
• Purpose Limitation — We only use your personal data for the purposes stated in this Policy or purposes reasonably related to those.
• Data Minimisation — We only collect personal data that is relevant and necessary for the purposes stated.
• Data Quality and Integrity — We take reasonable steps to keep your personal data accurate and up to date, based on the information you provide.
• Security — We implement reasonable technical and organisational measures to protect your personal data (see section 6).
• Retention Limitation — We do not retain personal data longer than necessary for the purposes for which it was collected, unless a longer period is required or permitted by law.
• Access and Correction — You have rights to access and correct your personal data (see section 7).

5. Disclosure of your personal data

We do not sell or rent your personal data.

We may share your personal data with the following categories of recipients, only where necessary:

• Service providers and vendors
  Website hosting providers, email delivery and communication tools, and analytics or monitoring tools. These providers support the operation and improvement of our website and are expected to handle your data in accordance with applicable laws and our instructions.
• Professional advisers
  Lawyers, auditors, or consultants where necessary for legitimate business or legal purposes.
• Regulators and authorities
  Where we are required to comply with legal or regulatory obligations or respond to valid requests (for example court orders or law enforcement).

In some cases, these recipients may be located outside Malaysia. Where we transfer your personal data internationally, we will take reasonable steps to ensure that your data is protected in line with this Policy and applicable laws.

6. Data security

We take reasonable technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures may include:

• Using secure hosting environments for our website and email;
• Limiting access to personal data to personnel and service providers who need it; and
• Using authentication and access controls for administrative interfaces.

However, no method of transmission over the internet or method of electronic storage is completely secure. While we strive to protect your personal data, we cannot guarantee absolute security.

7. Your rights under PDPA

Subject to certain conditions and exceptions under Malaysian law, you may have the following rights:

• Right of access — To request confirmation of whether we hold personal data about you and to obtain a copy of that data.
• Right of correction — To request correction of personal data that is inaccurate, incomplete, misleading, or not up to date.
• Right to withdraw consent — Where processing is based on your consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.
• Right to object or restrict — In some cases, to object to or request that we restrict certain processing activities.

To exercise any of these rights, please contact us using the contact details below. We may need to verify your identity before acting on your request and may charge a reasonable fee where permitted by law.

8. Cookies and analytics

Our website may use cookies or similar technologies to enable basic site functionality, improve user experience, and collect anonymous statistics about how visitors use the site.

You can usually control cookies via your browser settings. However, disabling certain cookies may affect the functionality of the website.

9. Third-party sites and links

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices or the content of those third-party sites.

If you visit a third-party site or service, please review its privacy policy to understand how your personal data is handled there.

10. Children’s privacy

Our website is not intended for children under the age of 13, and we do not knowingly collect personal data from children under 13. If you believe that a child has provided us with personal data, please contact us so that we can take appropriate steps.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. When we do, we will revise the “Last updated” date at the top of this page.

We encourage you to review this Policy periodically to stay informed about how we protect your personal data.

12. How to contact us

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us at:

RubyCoded Solutions
Email: [email protected]