1. Who is responsible
This notice describes personal information handled in connection with the NETSYSTEN advisory website and business enquiries. NETSYSTEN is the advisory practice presented on this site, with a Southeast Asia and China focus. Privacy requests are handled through NETSYSTEN’s business contact below.
Write to [email protected] with the subject “Privacy request”. Please identify the enquiry or interaction concerned. A project-specific agreement or privacy notice may provide additional details for an engagement; this notice covers the website and initial correspondence.
2. Information and sources
- Information you provide: your name, work contact details, company, role, project location, stage, deadlines, questions and any documents you choose to send by email.
- Business correspondence: messages, attachments, meeting arrangements and records needed to understand a request, agree a scope or manage a professional relationship.
- Information about others: supplier or project-team contact details in material you are authorised to share. Please provide only what is relevant and ensure you may disclose it.
- Technical request data: hosting, delivery and security providers may process an IP address, request time, requested page or file, browser or device information, referrer information and security events when serving the site.
Information normally comes from you, your authorised colleagues or advisers, and the technical services delivering the site. Where an agreed supplier or project review involves other sources, its scope and information handling will be established separately.
3. The project brief tool
The contact-page fields compose a project brief in your browser. NETSYSTEN’s site code does not send the field contents to a server, database or customer-management system, and does not save them in browser local storage. Your browser or password manager may apply its own form-history or autofill settings.
Open email draft passes the prepared subject and brief to your configured email application using a mail link. Review the draft before sending; opening it does not itself send a message to NETSYSTEN. Your email application and provider then handle the draft under their own settings and policies.
Copy brief writes the prepared text to your clipboard when you choose that action. Clipboard contents may remain available to your device, clipboard history or other applications until replaced or cleared. If copying is unavailable, the tool displays text for you to copy manually.
4. Why information is used
- To understand and respond to an enquiry, arrange a conversation and identify a suitable starting scope.
- To prepare proposals, take steps towards an engagement you request and perform agreed work.
- To maintain necessary correspondence and business records, resolve issues and manage professional relationships.
- To deliver and protect the website, investigate technical problems or misuse, and meet applicable legal obligations.
Where the relevant law requires a legal ground, processing must rely on an appropriate ground for the activity: your valid consent where required, steps you request towards a contract, performance of an agreement, a legal obligation, or a permitted legitimate business interest in responding to enquiries and maintaining a secure service. This notice does not replace a consent that must be obtained separately.
An enquiry does not enrol you in a newsletter or advertising list. The site does not carry out automated eligibility, credit or purchasing decisions or build advertising profiles.
5. What is optional
You can read the site and download resources without completing the brief or providing an email address. The brief tool asks for a name, project location, stage and decision or concern to compose a useful message; it does not verify your identity. Optional company and deadline details can be omitted.
If you email without a usable return address or enough context, a meaningful response or proposal may not be possible. You decide whether to send a prepared brief and which documents to include. Start with a non-confidential summary. Do not include passwords, access keys, payment-card information, identity documents or sensitive personal information in an initial enquiry.
7. Who may receive information
We use service providers for website hosting and electronic communications. Access to information is limited to people and providers who need it for the relevant purpose. Depending on the interaction, recipients may include:
- NETSYSTEN personnel and specialists authorised to support the specific enquiry or engagement, with access appropriate to their role.
- Hosting, delivery, storage, security and technical-support providers, for operating and protecting the website.
- Email and communications providers used to deliver, store and protect business correspondence. Your own communications providers also handle messages under their own arrangements.
- Professional advisers or agreed project specialists where needed for the work and subject to appropriate confidentiality arrangements.
- Authorities or other parties where disclosure is legally required, necessary to establish or defend a legal claim, or otherwise permitted by applicable law.
NETSYSTEN does not sell personal information or share enquiry details for third-party targeted advertising. Sending an enquiry does not authorise forwarding your project documents to a supplier for marketing.
8. International handling
NETSYSTEN’s regional work and service providers may involve access, transmission or storage outside the country where you are located, including outside Malaysia. Email also passes through your own provider and the networks used to deliver it. The countries involved depend on the provider, account configuration and agreed project participants.
Before disclosing personal information across borders for an engagement, we establish the relevant purpose, recipients and any safeguards or consent required by applicable law. We share only information needed for that purpose. Contact NETSYSTEN before sending information subject to localisation, client-confidentiality or other transfer restrictions.
9. How long information is kept
We keep enquiry and correspondence records only while needed to respond, follow up on a genuine business discussion, manage agreed work or meet a legal requirement. Relevant factors include the last meaningful contact, whether a proposal or contract remains active, confidentiality commitments, applicable accounting or record-keeping duties, and an unresolved dispute or legal claim.
We delete or anonymise information no longer needed, subject to lawful retention and the normal replacement cycle of backups. Hosting and email providers apply their own technical-log, security and backup retention arrangements; this notice does not promise a fixed deletion period for systems outside NETSYSTEN’s direct control. You may ask for deletion of an enquiry, and we will explain any reason to retain particular records.
10. Security and confidential material
We use reasonable access restrictions, secure service settings and care over who receives project material, proportionate to its sensitivity. No website, email system or transmission method can provide an absolute security guarantee. Routine email should not be assumed to provide end-to-end protection across every sender and recipient.
Agree confidentiality, an appropriate transfer channel and authorised recipients before sharing sensitive documents. If a personal-data incident affects information handled by NETSYSTEN, it must be assessed and any required notifications made under the applicable law.
11. Your requests and rights
Depending on the law that applies, you may have rights to request access to personal information, correction of inaccurate or incomplete information, deletion or restriction, withdrawal of consent, or objection to particular uses. Portability or other rights may apply in some jurisdictions. These rights have legal conditions and exceptions; deletion is not automatic where a record must lawfully be retained.
Send requests to [email protected]. Describe the information and outcome you seek. We request only proportionate information needed to locate the record and confirm your authority; do not send an identity document unless a suitable verification method has first been agreed. We answer requests within the period required by applicable law. If a request cannot be met, we explain the reason and available next steps.
You can withdraw a consent by contacting the same address. Withdrawal does not invalidate earlier lawful processing and may affect work that depends on that consent. You may also raise a concern with the relevant data-protection authority. In Malaysia, information is available from the Personal Data Protection Commissioner / Department.
12. Business audience
This website is intended for professional infrastructure and procurement enquiries. It is not directed at children, and it does not ask for children’s information. If information about a child or information unrelated to the enquiry has been supplied unnecessarily, contact NETSYSTEN so it can be reviewed and removed where appropriate.
13. Updates and contact
This notice may change when the site, contact channels, service providers or information-handling activities change. The date at the top identifies this version. A material new use of personal information must be explained, and any consent required by law obtained, before that use begins.
For privacy questions, corrections or a request relating to your correspondence, email [email protected], with the subject “Privacy request”.