Privacy Notice

1. About this notice

This notice explains how X TRONIC AUTOMATION (M) SDN. BHD. (Registration No. 202501019948 (1621361-P)), 34, Persiaran Bercham Selatan 19, Taman Bercham Jaya, 31400 Ipoh, Perak, Malaysia ("we"), handles personal data obtained through enquiries on this website and related communication. We are the data controller for this data.

It mainly covers the enquiry stage, and also explains how data moves into our repair management process once we formally accept a repair job.

2. Data we collect and why

We collect the details you give us directly: company name, contact person, email address, phone number, equipment details (manufacturer, model or part number, service of interest and quantity), fault description and any attachments (up to 3 PDF, JPG, PNG or WEBP files, 4 MB in total). We use them to assess the repair need, prepare a quotation, reply to your enquiry and communicate with you about it. If you email, call or WhatsApp us, we receive whatever details you send.

The website also processes necessary technical data such as your IP address to run and maintain the site and prevent abuse. The form uses your IP address for a few minutes to limit repeated submissions; it is held only in the server's working memory and not saved to a database. Our hosting provider may keep standard web server records (such as IP address, browser type and pages requested) for security and operation.

Please provide only information relevant to your enquiry. If you give us personal data about another person, please make sure you are entitled to do so.

3. Cookies and analytics

This website does not set cookies and does not use analytics, advertising or tracking tools. It does not store anything in your browser. Fonts and 3D graphics are served from our own website. Links to Google Maps and WhatsApp open services run by other companies under their own privacy policies. If we add analytics in future, we will update this notice first.

4. Where your data goes

Online enquiries and attachments are sent by email to the company's designated mailbox, where our staff assess and reply to them. The website itself does not keep a copy. We do not sell or rent personal data, and:

• enquiry data is not given to outsourced repairers or partners;
• enquiry data is not entered into our repair management system (ERP) at the enquiry stage. Only when we formally accept a repair job do we enter the relevant job details into the ERP to manage that job;
• quotations and invoices are prepared and kept in our accounting system;
• our service providers process data only as needed to provide their services: Microsoft Azure hosts this website (Malaysia region), and our email providers carry and store enquiry emails (our enquiry mailbox is a Google Gmail account). Some of these systems may be located outside Malaysia, and we transfer data abroad only as permitted under section 129 of the PDPA; and
• we may disclose data where applicable law requires it.

5. How we protect it

The website uses encrypted HTTPS connections, checks attachments for valid file types, and sends enquiries over an encrypted connection to a mailbox only authorised staff can access. No system is completely secure, but we take reasonable practical steps to protect your data against loss, misuse and unauthorised access.

If a personal data breach occurs, we will notify the Personal Data Protection Commissioner and, where the breach is likely to cause you significant harm, notify you, as the PDPA requires.

6. How long we keep it

• Enquiry emails: enquiries and attachments stay in the mailbox we use to receive them. We keep them for up to 7 years from receipt and then delete them. You can ask us to delete yours earlier at any time, and we will do so unless the law requires us to keep it.
• Repair records: once we accept a repair job, its record in our ERP is kept permanently, because it forms the equipment's repair history and is used for follow-up and repeat repairs.
• Quotations and invoices: kept in our accounting system for at least 7 years, as Malaysian accounting and tax law requires.

7. Your choices and rights

Form fields marked "*" are needed to submit an online enquiry; attachments and fields marked optional are your choice. Without the required fields the form cannot be submitted, but you can still contact us by phone or email.

Under the PDPA you may ask to access the personal data we hold about you, correct it, withdraw your consent, stop processing that is likely to cause you substantial damage or distress, stop the use of your data for direct marketing, and, where technically feasible, have your data transmitted to another organisation (data portability). Withdrawing consent or stopping processing may affect our ability to assess or reply to your enquiry.

Send requests using the contact details below. We may need to confirm your identity first, and we will reply within 21 days. If you are not satisfied with our response, you may complain to the Personal Data Protection Commissioner (Jabatan Perlindungan Data Peribadi) at www.pdp.gov.my.

8. Children and changes

This website is meant for businesses and is not directed at children. We may update this notice when our practices or the law change; the date at the top shows the latest version. If the English, Chinese and Malay versions differ, the English version prevails.

9. Contact us

If you have questions about how we handle personal data, or want to make a request, contact:

Email

simpsontan87@gmail.com

Phone

+60 12-506 1844

Address

X TRONIC AUTOMATION (M) SDN. BHD., 34, Persiaran Bercham Selatan 19, Taman Bercham Jaya, 31400 Ipoh, Perak, Malaysia