Privacy Policy

This Privacy Policy explains how Web Impian Sdn. Bhd. (SSM 920163-H), the operator of Office Niaga and this website (officeniaga.com), handles your personal data. We are the data user for the purposes of Malaysia's Personal Data Protection Act 2010 (PDPA). By using this website or contacting us, you agree to the practices described here.

1. The personal data we collect

Information you give us

When you request a quote, ask a question, or become a customer, you may give us:

• Your name, work email address, and phone number
• Your company or organisation name and, for government buyers, your agency details
• The number of users and the systems you run today
• Any other details you choose to include in your message

Information collected automatically

When you visit the site, we collect standard technical data through cookies and similar technologies:

• Device and browser type, and approximate location (from your IP address)
• Pages viewed, links clicked, and how you arrived at the site
• Interactions such as viewing the comparison table or clicking "Request quote"

On our help centre (docs.officeniaga.com), searches are logged anonymously, without your IP address or account details, to improve our guides, and the logs are kept for 12 months.

2. Cookies and tracking technologies

We use cookies and tags to understand how the site is used and to measure our marketing. Specifically:

• Google Analytics 4 - to understand site usage. Analytics data is routed through our own server-side tagging endpoint (metrics.officeniaga.com), which sets first-party cookies on our domain.
• Google Ads - to measure conversions (for example, quote requests) and, where enabled, to show relevant ads.
• LinkedIn Insight Tag - to measure campaigns and build audiences for LinkedIn advertising.
• Meta (Facebook and Instagram) - the Meta Pixel and the Conversions API, to measure our advertising on Facebook and Instagram. Meta sets first-party cookies on our domain (_fbp and _fbc) so a returning visitor can be recognised. The same event is sent both from your browser and from our own server at metrics.officeniaga.com, and the two are matched so one action is never counted twice. If you give us your email address or phone number, for example in a quote request, they are converted to an irreversible hash before they are sent, so Meta does not receive them in readable form.
• Cloudflare - for security, performance, and to serve the site.

We use Google Consent Mode to signal your consent state to Google's tags. Analytics and advertising cookies are on by default. You can turn either off at any time with the Cookie settings link in the footer of every page, or with the button below; your choice is saved on your device. You can also block or delete cookies in your browser settings.

Manage cookie preferences

3. How we use your data

• To respond to your enquiry and prepare a quote
• To set up, migrate, and support your Google Workspace, Microsoft 365 or Office Niaga Mail service
• To issue a proper Malaysian tax invoice, SST documentation, and a MyInvois e-invoice
• To understand and improve how the website performs
• To measure and improve our advertising
• To meet our legal, tax, and record-keeping obligations

Customer lists for advertising

If you are an Office Niaga customer or have asked us for a quote, we may upload your business email address and phone number to Google (Customer Match), Meta (Custom Audiences) and LinkedIn (Matched Audiences). They are converted to an irreversible hash before they leave our systems, so these platforms do not receive them in readable form and use them only to match with their own users. We use these lists to:

• Stop showing you ads for services you already have
• Show you relevant offers, such as a plan upgrade
• Help the platforms show our ads to other businesses similar to our customers

You can opt out at any time. Ask us using the contact details below and we will remove you from these lists within 30 days. You can also control ad personalisation in your Google, Meta and LinkedIn account settings.

4. Consent and legal basis

We process your data on the basis of your consent (which you give by contacting us or by accepting cookies), to perform a contract with you, and to comply with the law. You may withdraw your consent at any time, as described below; this does not affect processing already carried out.

5. Who we share data with

We do not sell your personal data. We share it only with service providers who help us run our business, and only as needed:

• Google - for Google Workspace, Google Analytics, and Google Ads, including hashed customer lists
• Microsoft and our Microsoft partner - for Microsoft 365 subscriptions you buy through us
• LinkedIn - for the Insight Tag and LinkedIn advertising, including hashed customer lists
• Meta - for the Meta Pixel, the Conversions API, and advertising on Facebook and Instagram, including hashed customer lists
• Cloudflare - for hosting, content delivery, and security
• Bayarcash and licensed payment providers - to process payments you make
• Authorities or regulators, where we are required to by law

6. International transfers

Some of these providers process data on servers outside Malaysia. Where that happens, we take reasonable steps to ensure your data continues to be protected to a standard consistent with the PDPA.

7. How long we keep it

We keep your personal data only as long as we need it for the purposes above, and for as long as the law requires. Financial and tax records are kept for the period required under Malaysian law. When data is no longer needed, we delete or anonymise it.

8. Your rights under the PDPA

Subject to the PDPA, you may:

• Ask for a copy of the personal data we hold about you
• Ask us to correct data that is inaccurate or out of date
• Withdraw your consent to our use of your data
• Ask us to stop using your personal data for direct marketing
• Ask us to limit how we process your data
• Ask us to delete the personal data we hold about you - see section 9

To make a request, contact us using the details below. We may need to verify your identity before we act on a request.

9. How to ask us to delete your data

You can ask us to delete the personal data we hold about you at any time. There is no charge.

Email billing@webimpian.com with the subject line Data deletion request, and tell us:

• The name, email address and phone number you gave us, so we can find your records
• Your company name, if you contacted us on behalf of an organisation

We may ask you to confirm your identity before we act, so that nobody can delete someone else's data.

We will respond within 21 days and tell you what we deleted and what we had to keep.

What we delete

Quote requests and enquiry records, the contact details you gave us, and any marketing or analytics identifiers we hold that are linked to you.

What we must keep, and why

Malaysian law requires us to retain financial and tax records - invoices, receipts, SST documentation and MyInvois e-invoice records - for seven years. If you have bought from us, we cannot delete those, and we will tell you which records are affected. We keep only what the law requires and nothing more.

Data held by Google

If you are a Google Workspace customer, the data inside your Workspace account belongs to you and is held by Google under Google's own terms. Deleting your records with us does not delete your Workspace data. To delete that, use the Google Admin console or ask us to help.

10. Security

We take reasonable technical and organisational measures to protect your data, including HTTPS across the site, security headers, and access controls. No method of transmission over the internet is completely secure, so we cannot guarantee absolute security.

11. Children

This website and our services are intended for businesses and organisations, not for children. We do not knowingly collect personal data from anyone under 18.

12. Links to other sites

Our site may link to other websites, such as Google, LinkedIn, Meta, or our billing portal. We are not responsible for the privacy practices of those sites; please review their own policies.

13. Changes to this policy

We may update this policy from time to time. We will change the date at the top of this page when we do, and significant changes will be made clear on the site.

14. Contact us

For any privacy question or request, contact the data protection contact at Web Impian Sdn. Bhd.:

Web Impian Sdn. Bhd. (SSM 920163-H)
PT 2499 Tingkat 1, Jalan Hospital, Kota Kenangan,
15200 Kota Bharu, Kelantan, Malaysia
Email: support@webimpian.com

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