# Privacy Policy for WhatsApp Business Communications Canonical URL: https://www.cecolaw.com/privacy-policy-for-whatsapp-business-communications/ Author: Ching, Elaine & Co — Advocates & Solicitors, Malaysia --- # **Ching, Elaine & Co** ("the Firm," "we," "us," or "our"), located at C-26-5, Dataran 3 Two Square, 2, Jalan 19/1, 46300 Petaling Jaya, Selangor, is committed to safeguarding the personal data of our clients and contacts. This Privacy Policy governs the collection, use, processing, and disclosure of personal data when you interact with us via our official WhatsApp Business API channels, in compliance with the Personal Data Protection Act 2010 (PDPA) of Malaysia. ### 1. Categories of Personal Data Collected When you initiate or engage in communications with the Firm via WhatsApp, we may collect and process the following categories of data: - **Identity and Contact Data:** Your mobile phone number, WhatsApp display name, profile picture, and any personal identification details shared during the consultation. - **Communication Data:** The entirety of the text messages, voice notes, and metadata (such as timestamps and message status) exchanged. - **Documentation and Media:** Any legal documents, corporate records, identification cards, images, or files you transmit to us through the WhatsApp platform. - **Technical Data:** Information automatically processed by the WhatsApp Business Platform, including device information and interaction logs necessary for message routing. ### 2. Purposes of Data Processing Your personal data is processed solely for legitimate professional and business purposes, which include: - **Provision of Legal Services:** To facilitate case management, conduct corporate background checks, execute conveyancing workflows, and provide general legal counsel. - **Automated Notifications:** To dispatch statutory forms, fee quotes, billing statements, and milestone updates regarding your legal matters. - **Client Onboarding & Verification:** To verify your identity in compliance with Anti-Money Laundering (AML) regulations and standard Know Your Client (KYC) procedures. - **Record Keeping:** To maintain accurate communication logs as required by the Legal Profession Act 1976 and other relevant Malaysian statutory frameworks. ### 3. Data Disclosure and Third-Party Sharing We treat your personal data with the utmost confidentiality. However, to operate our digital messaging infrastructure, your data may be routed through or disclosed to: - **Meta Platforms, Inc.:** As the underlying infrastructure provider for the WhatsApp Cloud API. - **Cloud Service Providers:** Secure third-party cloud hosting and database infrastructure used by the Firm to store case files and communication logs. - **Regulatory Authorities:** When mandated by law, court order, or regulatory bodies governing legal practice in Malaysia. ### 4. Data Security and Integrity The Firm implements strict technical and organizational security measures to prevent unauthorized access, alteration, disclosure, or accidental loss of your personal data. While messages transmitted via the WhatsApp Business API are secured by Meta's encryption protocols during transit, we maintain independent local and cloud-based security configurations for all data extracted and stored within our firm's internal case management systems. ### 5. Data Retention Period We will retain your personal data only for as long as is necessary to fulfill the purposes outlined in this policy. In accordance with Malaysian legal practice standards and tax laws, client files, contracts, and relevant communication records are generally retained for a minimum of seven (7) years after the conclusion of the matter, after which they will be securely destroyed or anonymized. ### 6. Your Rights Under the PDPA 2010 Subject to certain legal and contractual exceptions, you possess the following rights regarding your personal data: - **Right of Access:** To request a copy of the personal data we hold about you. - **Right of Correction:** To request that we amend incomplete or inaccurate data. - **Right to Withdraw Consent:** To withdraw your consent for us to process your data via WhatsApp. - **Right to Erasure:** To request the deletion of your personal data from our active WhatsApp communication databases. ### 7. Contact Information for Data Requests If you wish to exercise any of your data protection rights, or if you have questions regarding this Privacy Policy, please direct your inquiries to our administrative team: - **Firm:** Ching, Elaine & Co - **Address:** C-26-5, Dataran 3 Two Square, 2, Jalan 19/1, 46300 Petaling Jaya, Selangor, Malaysia - **Email:** info@cecolaw.com Upon receipt of a data deletion or access request, we will process your application within 21 days, subject to standard verification procedures and any overriding statutory retention requirements. --- This commentary is general in nature and is not legal advice. Ching, Elaine & Co, a boutique corporate law firm in Malaysia — https://www.cecolaw.com/ · info@cecolaw.com · +60 3-7664 2141