Privacy Policy Overview

Definitions

The following definitions apply throughout this policy to ensure consistent understanding of terms used in relation to personal data and processing activities.

Personal data means any information that relates to an identified or identifiable natural person. This includes names, contact details, identity numbers, transaction records, and other information that can identify an individual directly or indirectly.

Processing refers to any operation performed on personal data, whether automated or manual. Examples include collecting, recording, organizing, structuring, storing, adapting, retrieving, consulting, using, disclosing, and erasing data.

User refers to any individual who visits the AgentTop website, contacts AgentTop for legal services, or submits information in connection with real estate legal matters in Malaysia.

Service means the range of realtor legal support and informational resources offered by AgentTop, including document review, guidance on property transactions, and client communications.

Cookies are small text files placed on a user’s device to store preferences, help with authentication, and collect technical data such as session identifiers and browsing behavior.

Purposes of Processing

AgentTop processes personal data for specific, legitimate purposes necessary to provide realtor legal services, manage client relationships, and meet legal obligations.

• To deliver and manage legal support and documentation for property transactions.
• To communicate with clients, schedule consultations, and respond to enquiries.
• To verify identity and property details for due diligence and compliance purposes.
• To process billing, invoices, and related business administration.
• To detect and prevent fraud, abuse, or other unlawful activity affecting the service.
• To maintain records necessary for legal and regulatory compliance in Malaysia.
• To improve website performance, user experience, and the delivery of informational resources.
• To handle disputes, enforce terms, and protect the legal rights of AgentTop and users.

Legal Basis for Processing

Processing is carried out on bases that are legally appropriate for the purpose, including contractual necessity, compliance with legal obligations, legitimate interests, and user consent where required.

• Performance of a contract: processing necessary to perform services requested by a user.
• Legal obligation: processing required to comply with Malaysian laws and regulatory obligations.
• Legitimate interests: processing for fraud prevention, security, and service improvements, balanced against user rights and expectations.
• Consent: where certain processing activities rely on user consent, that consent will be requested and recorded.

Data Subject Rights

Where applicable under relevant law, users may exercise rights regarding their personal data. AgentTop provides mechanisms to make requests and will respond in line with legal requirements.

• Right to access: request a copy of personal data processed by AgentTop.
• Right to rectification: request correction of inaccurate or incomplete data.
• Right to erasure: request deletion of personal data when retention is not required by law.
• Right to restrict or object: request restriction or objection to certain types of processing based on applicable grounds.
• Right to data portability: request transfer of provided data in a structured, commonly used format where applicable.
• Right to withdraw consent: where processing is based on consent, users may withdraw consent at any time without affecting processing prior to withdrawal.

Cookies and Tracking

AgentTop uses cookies and similar technologies to provide core site functionality, analyze usage, and personalise user experience. Users can manage cookie preferences via their browser and site controls.

Types include essential cookies for site operation, preference cookies for remembered settings, analytical cookies for usage statistics, and marketing cookies for third-party integrations.

Categories are strictly necessary, functional, performance/analytics, and marketing/advertising. Essential cookies cannot be disabled without affecting site function.

Users may manage cookie settings through their browser or by using available controls on the AgentTop website. Clearing cookies may affect site behavior and saved preferences.

View detailed cookie policy on the AgentTop website.

Data Sharing and Disclosure

AgentTop may share personal data with trusted third parties when necessary to provide services, comply with legal obligations, or protect legal rights. Sharing is limited to what is necessary for the stated purpose.

• Service providers and professional advisors such as licensed conveyancers, notaries, and document processors engaged to support client matters.
• Payment processors and business institutions for billing and transaction handling.
• Regulatory, government, or law enforcement authorities when required by law or to respond to legal requests.
• Third-party vendors providing analytics and hosting services under contractual confidentiality obligations.
• Parties involved in a property transaction, such as other agents or counter-parties, with user consent or where necessary for the transaction.
• Successors or parties in connection with business transfers subject to contractual protections for personal data.

International Data Transfers

Personal data may be transferred outside Malaysia when necessary to provide services or use third-party providers. Transfers are subject to appropriate safeguards and contractual measures to protect personal data.

AgentTop applies safeguards such as standard contractual clauses, data processing agreements, and assessment of third-party security practices to ensure an adequate level of protection for transferred data.

Data Retention

AgentTop retains personal data only as long as necessary for the stated purposes, to comply with legal obligations, or to resolve disputes. Retention periods are determined by the type of data and applicable law.

Client account records and contractual documents are retained for the duration required by professional practice rules and tax or regulatory requirements in Malaysia.

Communications, case notes, and supporting documentation are retained while needed to manage a client matter and for a period afterwards to allow for legal or professional inquiries.

System logs and technical records used for security and troubleshooting are retained for defined periods consistent with operational needs and security considerations.

When data is no longer required, it is securely deleted or anonymized. Requests for deletion are considered in the context of legal and contractual requirements that may require continued retention.

Security Measures

AgentTop implements administrative, technical, and physical measures to protect personal data against unauthorized access, disclosure, alteration, and destruction. Security practices are reviewed regularly and updated as needed.

• Access controls and authentication processes to limit data access to authorized personnel.
• Encryption of data in transit and where appropriate at rest, along with secure storage practices.
• Regular backups, monitoring, and incident response procedures to detect and address potential security events.

Your data rights

Under applicable Malaysian data protection frameworks and our internal policies, individuals have specific rights regarding their personal data when interacting with AgentTop. The rights below explain how you can manage, access and correct data we hold about you.

• Right to access: You may request confirmation of whether we process your personal data and obtain a copy of that data.
• Right to rectification: You may request correction of inaccurate or incomplete personal data we maintain about you.
• Right to erasure: Subject to legal limits, you may request deletion of personal data we no longer need for the purposes it was collected.
• Right to restriction of processing: You may request a restriction on processing while a dispute about accuracy or lawfulness is resolved.
• Right to data portability: Where applicable, you may request a structured, commonly used and machine-readable copy of personal data you provided to us.
• Right to withdraw consent: Where processing is based on consent, you may withdraw that consent at any time without affecting processing already carried out.
• Right to object: You may object to processing based on our legitimate interests or to direct marketing processing.
• Right to lodge a complaint: You may lodge a complaint with the Malaysian Personal Data Protection Department or other supervisory authority if you consider our processing unlawful.

How to make a rights request

To make a request concerning any of the rights listed above, contact our data protection team at AgentTop.digital/contact or by post to our registered address. Provide your name, contact details, a description of the request and any supporting information that helps us locate the data. We may request identity verification to protect your data.

[email protected]

We aim to acknowledge requests within 5 business days and to respond substantively within 30 calendar days. Complex requests may require additional time; we will inform you if an extension is needed.