Privacy Policy

1. Who We Are

Glia Systems operates from Level 19, Menara Prestige, 1 Jalan Pinang, 50450 Kuala Lumpur, Malaysia. We provide AI governance and documentation advisory services to organisations across Malaysia. When we refer to "Glia Systems", "we", "us", or "our" in this policy, we mean the business operating under that name.

If you have questions about how we handle your personal data, you can reach us at [email protected] or by calling +60 3-2110 8463.

2. Information We Collect

We collect personal information only when you provide it to us directly or when it is necessary to deliver our services. This includes:

• Contact enquiries — name, email address, phone number, and any message you include when you fill in our contact form.
• Service engagements — details shared during consultations, sessions, or written correspondence related to documentation reviews, workshops, or advisory engagements.
• Website usage — standard server logs, browser type, and pages visited, collected automatically when you browse our website. These are not linked to your identity.

We do not collect payment card details directly. Any payment processing is handled through third-party providers who operate under their own privacy policies.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To respond to enquiries submitted through our contact form or by email.
• To deliver the advisory service you have engaged us for, including preparing documentation, session notes, and written outputs.
• To send you information about your engagement — such as scheduling details, summaries, or follow-up notes.
• To improve the quality of our website and services based on aggregate, anonymised usage data.

We do not use your personal information for automated decision-making or profiling. We do not sell, rent, or trade your information to any third party.

4. Legal Basis for Processing

Our use of your personal data rests on the following lawful grounds under the Personal Data Protection Act 2010 (Malaysia):

• Consent — when you submit the contact form, you agree to us using your details to respond to your enquiry.
• Contract performance — when we are engaged to deliver a service, processing your information is necessary to fulfil that arrangement.
• Legitimate interests — for internal record-keeping, quality review, and improving our services, where these interests are not overridden by your rights.

5. Cookies and Tracking

Our website uses cookies to support basic functionality and to understand how visitors use our pages. You can manage your cookie preferences using the consent banner shown when you first visit the site. For full details of the cookies we use, please read our Cookie Policy.

We may use third-party analytics tools that place their own cookies. These tools help us understand aggregate traffic patterns. No personally identifiable information is shared with analytics providers.

6. Data Retention

We keep your personal information only for as long as it is needed:

• Enquiry records are kept for up to 12 months after the last contact, unless a service engagement follows.
• Records relating to completed service engagements are kept for up to 5 years for general business record purposes.
• Where you withdraw consent or request deletion, we will remove your details from active use within 30 days, subject to any legal obligations to retain records.

7. Sharing Your Information

We share your personal data only in limited circumstances:

• With service providers who assist us in running our website or delivering our services (for example, email hosting or scheduling tools). These providers are bound to handle your data only as instructed by us.
• When required to do so by law, regulation, or a court order.

We do not transfer your personal data outside Malaysia except where necessary for a specific, disclosed purpose and with appropriate safeguards in place.

8. Your Rights

Under the Personal Data Protection Act 2010, you have the right to:

• Access the personal information we hold about you.
• Request correction of any inaccurate or incomplete information.
• Withdraw consent to the processing of your data, where processing is based on consent.
• Request that we stop using your data for direct marketing purposes.

To exercise any of these rights, please write to us at [email protected]. We aim to respond within 14 working days.

9. Security

We take reasonable technical and organisational steps to protect the information you share with us from loss, misuse, or unauthorised access. Our website uses HTTPS for data in transit. Staff with access to personal information are expected to handle it with care and in line with this policy.

No method of transmission or storage is entirely without risk. If you have concerns about the security of information you have shared with us, please contact us directly.

10. Links to Other Websites

Our website may contain links to external websites. We are not responsible for the privacy practices of those sites and encourage you to review their policies separately.

11. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. When we do, we will update the version date at the top of the page. We encourage you to check this page periodically if you interact with us regularly.

12. Contact

If you have any questions about this policy or how we handle your personal information, please contact us:

• Email: [email protected]
• Phone: +60 3-2110 8463
• Address: Level 19, Menara Prestige, 1 Jalan Pinang, 50450 Kuala Lumpur, Malaysia