Privacy Policy

1. Introduction

Mutiara IP ("we", "us", "our") is committed to protecting the personal data of clients, website visitors, and enquirers. This Privacy Policy explains what data we collect, how we use it, and the rights you hold in relation to it. Our practice is based at Lot 2-3-11, Wisma Sabah, Jalan Tun Razak, 88000 Kota Kinabalu, Sabah, Malaysia.

This policy applies to data collected through our website at mutiaraip.live and through direct client engagement. It should be read alongside our Cookie Policy and Terms & Conditions.

2. Data We Collect

We may collect the following categories of personal data:

• Identity data: Full name, company name (where applicable).
• Contact data: Email address, telephone number, postal address.
• Enquiry data: The content of messages submitted through our contact form or sent by email.
• Matter data: Information related to your IP matter, including details of marks, inventions, or creative works, provided for the purpose of obtaining legal advice.
• Technical data: IP address, browser type, pages visited, referral source — collected via cookies and analytics tools where you have consented.

We do not collect sensitive personal data (such as health information, financial account numbers, or national identification numbers) through this website.

3. How We Use Your Data

Personal data is used for the following purposes:

• Responding to enquiries and providing legal advice (contract performance / legitimate interest).
• Managing ongoing client matters, including MyIPO correspondence and deadline tracking (contract performance).
• Sending relevant updates on Malaysian IP law changes to existing clients who have not opted out (legitimate interest).
• Improving the functionality and content of our website (legitimate interest).
• Complying with applicable legal and professional obligations (legal obligation).

We do not use your data for automated decision-making or profiling. We do not sell personal data to third parties.

4. Data Retention

Client matter data is retained for a minimum of seven years following conclusion of a matter, in accordance with our professional obligations and potential limitation periods under Malaysian law. Enquiry data from non-clients is retained for twelve months. Website analytics data is retained for twenty-four months and then aggregated or deleted.

5. Data Sharing

We share personal data only in the following circumstances:

• MyIPO: Filing and prosecution requires submission of applicant details to the Intellectual Property Corporation of Malaysia.
• Foreign IP agents: Where international filings are instructed, relevant details are shared with the appointed foreign agent solely for that purpose.
• IT service providers: Our website hosting and email providers process data on our behalf under appropriate data processing agreements.
• Legal obligation: Where required by Malaysian law, court order, or professional regulatory body.

6. Data Protection Measures

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or disclosure. These include password-protected systems, encrypted email communications where practicable, and restricted access to client files on a need-to-know basis. We conduct periodic reviews of our information security practices.

In the event of a personal data breach that poses a risk to individuals, we will notify affected parties and, where required, the relevant authority in a timely manner.

7. Cookies

Our website uses cookies. Essential cookies are required for the site to function correctly. Analytics and preference cookies are optional and used only with your consent. Please refer to our Cookie Policy for full details of the cookies we use and how to manage your preferences.

8. Your Rights

Under applicable Malaysian data protection law, and where consistent with our professional obligations, you have the following rights in relation to your personal data:

• Right of access: To request a copy of the personal data we hold about you.
• Right of correction: To request correction of inaccurate or incomplete data.
• Right to withdraw consent: Where processing is based on consent, to withdraw it at any time without affecting the lawfulness of prior processing.
• Right to object: To object to processing based on legitimate interest, including direct communications.
• Right of erasure: To request deletion of data we hold, subject to our legal and professional retention obligations.

To exercise any of these rights, contact us at [email protected]. We will respond within thirty days of a verifiable request.

9. Third-Party Links

Our website may contain links to external websites, including MyIPO and other government bodies. We are not responsible for the privacy practices of those sites and recommend you review their own policies before submitting personal data to them.

10. Children's Privacy

Our services are directed at adults aged 18 and over. We do not knowingly collect personal data from minors. If you believe a minor has submitted data through our website, please contact us so that we may delete it promptly.

11. Applicable Law

This policy is governed by the laws of Malaysia, including the Personal Data Protection Act 2010 (PDPA). Any dispute arising in connection with this policy shall be subject to the jurisdiction of the courts of Malaysia.

12. Policy Updates

We may update this policy from time to time. Material changes will be posted on this page with an updated date. Continued use of the website after changes are posted constitutes acceptance of the revised policy.

13. Contact

For all privacy-related enquiries:

• Email: [email protected]
• Post: Mutiara IP, Lot 2-3-11, Wisma Sabah, Jalan Tun Razak, 88000 Kota Kinabalu, Sabah, Malaysia