Effective Date: 15 September 2026
Last Updated: 15 September 2026

MSIB respects your privacy and is committed to protecting the personal data entrusted to us.

This Privacy Notice explains how MSIB Corporate Consultancy Sdn Bhd, MSIB Associates Sdn Bhd, and, where applicable, other entities within the MSIB Group (collectively referred to as “MSIB”, “we”, “us” or “our”) collect, use, process, disclose, store and protect personal data in connection with our website, enquiries, professional services and business operations.

This Privacy Notice is issued pursuant to the Personal Data Protection Act 2010 [Act 709], as amended from time to time, and other applicable Malaysian personal data protection requirements.

By providing personal data to us, using our website, submitting an enquiry, applying for or engaging our services, or otherwise communicating with MSIB, you acknowledge the processing of your personal data in accordance with this Privacy Notice.

1. WHO WE ARE

MSIB provides professional corporate and business support services in Malaysia, including, where applicable:

• company incorporation;

• company secretarial services;

• corporate compliance services;

• accounting and financial reporting;

• taxation-related services;

• audit preparation and coordination;

• corporate restructuring;

• business advisory; and

• other related professional and administrative services.

Depending on the service involved, the relevant data controller may be:

MSIB Corporate Consultancy Sdn Bhd
and/or

MSIB Associates Sdn Bhd

or another MSIB Group entity specifically identified in the relevant engagement documentation.

Where more than one MSIB entity is involved in providing or administering a service, personal data may be shared within the MSIB Group for legitimate operational, compliance and service-delivery purposes.

2. PERSONAL DATA WE MAY COLLECT

Depending on your relationship with MSIB and the services requested, we may collect personal data including:

2.1 Identification Information

• full name;

• identity card number;

• passport number;

• date of birth;

• nationality;

• gender, where relevant;

• photograph;

• signature; and

• other identification information.

2.2 Contact Information

• residential address;

• correspondence address;

• business address;

• email address;

• telephone number;

• mobile number; and

• other contact details.

2.3 Corporate and Business Information

• company name;

• company registration number;

• business registration information;

• directorship details;

• shareholding information;

• beneficial ownership information;

• corporate structure;

• nature of business;

• business activities;

• registered office information;

• company records;

• statutory documents; and

• other corporate information.

2.4 Financial and Accounting Information

Where relevant to the services provided, we may collect:

• bank statements;

• bank account information;

• payment records;

• invoices;

• receipts;

• transaction records;

• accounting records;

• financial statements;

• payroll information;

• tax information;

• financial supporting documents; and

• other relevant financial information.

2.5 Professional and Employment Information

This may include:

• occupation;

• employer;

• designation;

• employment information;

• professional qualifications;

• business ownership information; and

• other information relevant to a service engagement.

2.6 Compliance and Due Diligence Information

We may collect information required for:

• Know Your Customer (“KYC”) procedures;

• customer due diligence;

• beneficial ownership verification;

• sanctions screening;

• adverse media screening;

• Anti-Money Laundering, Counter Financing of Terrorism and Counter Proliferation Financing compliance;

• conflict checks;

• fraud prevention;

• regulatory compliance; and

• risk assessment.

2.7 Communication Records

We may collect and retain communications made through:

• email;

• WhatsApp;

• telephone;

• SMS;

• website forms;

• meetings;

• letters;

• social media;

• customer service channels; and

• other communication platforms.

Such records may include the content, date, time and relevant details of the communication.

2.8 Website and Technical Information

When you access our website, we may collect technical and usage information including:

• IP address;

• browser type;

• device type;

• operating system;

• pages visited;

• referring website;

• time spent on pages;

• interactions with website features;

• form submissions;

• approximate geographic information derived from technical data;

• cookie identifiers; and

• similar website analytics information.

2.9 Information You Submit Through Online Forms

When you use an enquiry, registration, onboarding or service form, we may collect the information and documents you choose or are required to submit.

This may include identity documents, corporate records and supporting documents necessary for the relevant service.

3. SOURCES OF PERSONAL DATA

We may obtain personal data directly from you or from other lawful sources including:

• your authorised representative;

• directors;

• shareholders;

• beneficial owners;

• company officers;

• employees;

• business partners;

• professional advisers;

• previous company secretaries;

• accountants;

• auditors;

• lawyers;

• financial institutions;

• government agencies;

• regulatory authorities;

• public registers;

• publicly available databases;

• screening and verification service providers;

• our website;

• social media;

• referral partners; and

• other persons authorised or legally permitted to provide the information.

Where you provide personal data relating to another individual, you are responsible for ensuring that you are authorised to provide such information to MSIB and, where required, that the individual has been appropriately informed.

4. PURPOSES FOR WHICH WE PROCESS PERSONAL DATA

We may collect, use and otherwise process personal data for purposes including:

4.1 Enquiries and Client Onboarding

• responding to enquiries;

• determining service requirements;

• preparing quotations or fee estimates;

• evaluating prospective engagements;

• onboarding clients;

• conducting preliminary assessments;

• setting up client records; and

• communicating with prospective clients.

4.2 Professional Service Delivery

• incorporating companies;

• preparing corporate documentation;

• providing company secretarial services;

• maintaining statutory records;

• making regulatory filings;

• preparing accounting records and financial statements;

• preparing or assisting with taxation matters;

• coordinating audit-related matters;

• supporting corporate transactions;

• advising on corporate compliance; and

• performing other agreed professional services.

4.3 Regulatory and Legal Compliance

• verifying identities;

• conducting KYC;

• conducting beneficial ownership checks;

• performing sanctions or compliance screening;

• complying with anti-money laundering obligations;

• complying with tax obligations;

• complying with statutory and regulatory requirements;

• responding to lawful requests from authorities;

• maintaining statutory or professional records; and

• meeting legal reporting or disclosure obligations.

4.4 Administration and Client Management

• maintaining client files;

• managing engagements;

• invoicing;

• payment collection;

• issuing receipts;

• managing outstanding fees;

• communicating service updates;

• arranging appointments;

• maintaining internal records; and

• managing client relationships.

4.5 Risk Management and Security

• fraud prevention;

• cybersecurity;

• protecting our systems;

• protecting our employees;

• maintaining audit trails;

• investigating suspicious activity;

• internal compliance;

• dispute management;

• legal claims;

• enforcing contractual rights; and

• protecting the legitimate interests of MSIB and its clients.

4.6 Website Operation and Improvement

• operating our website;

• maintaining website security;

• diagnosing technical issues;

• understanding website usage;

• improving website content;

• improving user experience;

• measuring website performance; and

• developing our services.

4.7 Marketing and Business Communications

Subject to applicable requirements, we may use relevant contact information to provide:

• business updates;

• corporate compliance information;

• educational content;

• invitations;

• information about MSIB services;

• seminars;

• programmes;

• promotions; and

• other business-related communications.

You may opt out of optional marketing communications at any time.

5. WHETHER PROVIDING PERSONAL DATA IS MANDATORY

Certain personal data is necessary for MSIB to:

• assess your enquiry;

• establish a professional engagement;

• conduct legally required verification;

• satisfy regulatory obligations; or

• perform the requested service.

Where such information is mandatory and you do not provide it, MSIB may be unable to:

• accept your engagement;

• proceed with a service;

• submit regulatory filings;

• complete verification;

• respond fully to your request; or

• continue acting for you.

Where information is optional, this will generally be apparent from the circumstances or form through which the information is requested.

6. DISCLOSURE OF PERSONAL DATA

MSIB does not disclose personal data indiscriminately.

Where reasonably necessary for the purposes described in this Privacy Notice, personal data may be disclosed to:

• entities within the MSIB Group;

• directors, officers and authorised personnel of the relevant client;

• Suruhanjaya Syarikat Malaysia (“SSM”);

• Lembaga Hasil Dalam Negeri Malaysia (“LHDN”);

• Bank Negara Malaysia, where applicable;

• other government bodies or regulatory authorities;

• licensed auditors;

• tax agents;

• lawyers;

• banks and financial institutions;

• professional advisers;

• technology and cloud service providers;

• website hosting providers;

• email service providers;

• document-management providers;

• accounting software providers;

• customer relationship management providers;

• payment processors;

• screening and verification providers;

• courier or delivery service providers;

• insurance providers;

• consultants;

• contractors;

• outsourced service providers;

• regulators;

• courts;

• law enforcement authorities; and

• any other party where disclosure is authorised or required by law.

We endeavour to limit disclosure to information reasonably necessary for the relevant purpose.

7. DATA PROCESSORS AND SERVICE PROVIDERS

MSIB may engage third-party service providers to process personal data on our behalf.

Such providers may assist us with:

• website hosting;

• cloud storage;

• email;

• document management;

• accounting software;

• customer relationship management;

• cybersecurity;

• data backup;

• online forms;

• analytics;

• advertising measurement;

• payment processing;

• communication platforms; and

• other business support functions.

Where required, MSIB will take reasonable steps to ensure that service providers process personal data subject to appropriate confidentiality, security and data protection requirements.

8. INTERNATIONAL AND CROSS-BORDER DATA TRANSFERS

Some technology, cloud, analytics, communication or service providers used by MSIB may store or process data outside Malaysia.

Where personal data is transferred outside Malaysia, MSIB will take reasonable steps to ensure that the transfer is undertaken in accordance with applicable requirements under the Personal Data Protection Act 2010 and relevant regulatory guidance.

Measures may include:

• assessing the recipient or destination;

• contractual data protection safeguards;

• use of appropriate service providers;

• implementation of security measures;

• obtaining consent where required; or

• relying on another lawful basis permitted under applicable law.
  
  

9. COOKIES AND SIMILAR TECHNOLOGIES

Our website may use cookies and similar technologies.

Cookies are small data files placed on a user’s device to support website functionality, remember preferences and help us understand how visitors use our website.

Cookies used on our website may include:

Essential Cookies

Required for the proper operation, security and functionality of the website.

Analytics Cookies

Used to understand how visitors interact with the website and help improve website performance and content.

Advertising and Measurement Cookies

Where enabled and subject to applicable consent requirements, these may be used to measure advertising performance, understand conversions and improve the relevance and effectiveness of our advertising.

Preference Cookies

Used to remember settings or choices made by visitors.

Where required, non-essential cookies will be subject to your cookie preferences.

Further information may be provided through our Cookie Policy and cookie preference interface.

10. GOOGLE ANALYTICS AND GOOGLE ADS

MSIB may use Google services such as Google Analytics and Google Ads to understand website usage and measure the effectiveness of advertising campaigns.

Depending on your cookie and privacy choices, these technologies may process information relating to:

• website visits;

• page interactions;

• advertising clicks;

• conversions;

• device information;

• browser information;

• cookie or advertising identifiers; and

• related technical information.

Where applicable, MSIB may implement Google Consent Mode or other consent-management technologies so that Google-related tags respond to users’ privacy choices.

MSIB does not intend to send sensitive identification documents, financial documents or confidential client files to advertising platforms for advertising measurement purposes.

11. MARKETING COMMUNICATIONS

Where permitted, MSIB may send marketing or informational communications regarding:

• corporate compliance;

• company secretarial matters;

• accounting;

• taxation;

• seminars;

• educational programmes;

• MSIB services;

• regulatory updates; and

• related business matters.

Where consent is required, we will seek the appropriate consent.

You may unsubscribe or withdraw from optional marketing communications at any time using the unsubscribe mechanism provided or by contacting MSIB.

Withdrawal from marketing communications will not prevent MSIB from sending communications necessary for an existing professional engagement, payment matter, regulatory matter or other legitimate administrative purpose.

12. SECURITY OF PERSONAL DATA

MSIB takes reasonable administrative, technical and organisational measures to protect personal data against:

• unauthorised access;

• unauthorised disclosure;

• loss;

• misuse;

• alteration;

• destruction; and

• other unauthorised processing.

These measures may include, where appropriate:

• user access controls;

• password protection;

• restricted system permissions;

• secure cloud systems;

• cybersecurity measures;

• internal policies;

• confidentiality obligations;

• staff awareness;

• backup processes; and

• controlled access to physical and electronic records.

However, no internet transmission, communication platform or electronic storage system can be guaranteed to be completely secure.

13. PERSONAL DATA BREACHES

Where MSIB becomes aware of a personal data breach, MSIB will assess the incident and take appropriate steps in accordance with applicable Malaysian personal data protection requirements.

Where legally required, this may include notification to the Personal Data Protection Commissioner and/or affected data subjects.

MSIB may also take reasonable measures to contain, investigate, remediate and reduce the risk arising from a breach.

14. RETENTION OF PERSONAL DATA

MSIB retains personal data only for as long as reasonably necessary for:

• the purpose for which it was collected;

• performance of professional services;

• maintenance of statutory and corporate records;

• accounting and taxation requirements;

• regulatory obligations;

• legal requirements;

• dispute resolution;

• enforcement of agreements;

• risk management; and

• legitimate business recordkeeping.

Retention periods may vary according to the nature of the information and applicable statutory or professional requirements.

Where information is no longer required, MSIB may securely delete, destroy or anonymise it, subject to legal and operational requirements.

15. ACCURACY OF PERSONAL DATA

MSIB takes reasonable steps to maintain personal data that is accurate, complete, current and not misleading for the purposes for which it is processed.

Clients and other data subjects are responsible for informing MSIB promptly where their personal information changes or where information previously provided becomes inaccurate.

16. ACCESS AND CORRECTION

Subject to the Personal Data Protection Act 2010 and applicable exceptions, you may request:

• access to personal data held by MSIB about you; and

• correction of personal data that is inaccurate, incomplete, misleading or not up to date.

MSIB may require sufficient information to verify your identity before processing an access or correction request.

Where permitted by law, administrative fees or procedural requirements may apply.

17. WITHDRAWAL OF CONSENT

Where processing is based on consent, you may withdraw your consent by providing written notice to MSIB.

Withdrawal of consent shall not affect processing lawfully carried out before the withdrawal.

You should understand that withdrawing consent may affect MSIB’s ability to provide certain services where the relevant personal data is necessary for:

• legal compliance;

• KYC;

• regulatory filings;

• contractual performance; or

• provision of the requested professional service.

Certain processing may continue where permitted or required by law notwithstanding withdrawal of consent.

18. RIGHTS AND REQUESTS RELATING TO PERSONAL DATA

Depending on applicable Malaysian law and the circumstances, you may have rights relating to your personal data, including rights to:

• receive information regarding how personal data is processed;

• access personal data;

• request correction;

• withdraw consent where applicable;

• object to certain direct marketing communications; and

• exercise such other rights as may be provided under applicable personal data protection law.

Any right is subject to applicable statutory conditions, exceptions and procedural requirements.

19. CHILDREN’S PERSONAL DATA

MSIB’s professional services and this Website are primarily intended for businesses and adults.

We do not knowingly seek to collect children’s personal data for marketing purposes.

Where information relating to a minor is legitimately required for a corporate, trust, ownership, inheritance or other professional matter, MSIB may process such information subject to appropriate authority and applicable legal requirements.

20. AUTOMATED DECISION-MAKING AND PROFILING

MSIB may use technology to assist with administrative processes, risk screening, website analytics, marketing measurement or service management.

Where automated processing or profiling is used in a manner materially affecting an individual, MSIB will handle such processing in accordance with applicable Malaysian personal data protection requirements.

MSIB does not intend to make significant professional engagement decisions solely through advertising analytics or website-tracking technologies.

21. THIRD-PARTY WEBSITES AND PLATFORMS

Our website may contain links to third-party websites, services or platforms.

This Privacy Notice does not govern the privacy practices of third parties.

You should review the privacy policies of any third-party website or service you use.

MSIB is not responsible for how independent third parties process personal data outside MSIB’s control.

22. WHATSAPP, EMAIL AND OTHER COMMUNICATION PLATFORMS

Where you choose to communicate with MSIB using WhatsApp, email, social media or another third-party communication platform, your communication may also be subject to that provider’s privacy terms and technology infrastructure.

You should avoid sending unnecessary personal or sensitive information through unsecured communication channels.

Where MSIB requires sensitive documents, MSIB may direct you to an appropriate submission method.

23. CCTV AND OFFICE SECURITY

Where CCTV is operated at an MSIB office or premises, images may be recorded for purposes including:

• security;

• safety;

• prevention and investigation of incidents;

• protection of staff and visitors; and

• protection of MSIB property.

CCTV recordings will be accessed only where reasonably necessary and retained in accordance with applicable security and retention practices.

24. CHANGES TO THIS PRIVACY NOTICE

MSIB may amend this Privacy Notice from time to time to reflect:

• changes to applicable law;

• regulatory guidance;

• changes to our services;

• changes to technology;

• changes to our processing activities; or

• changes to our business operations.

The latest version will be published on our Website together with the effective or last-updated date.

Where a material change requires further notice or consent under applicable law, MSIB will take appropriate steps.

25. CONTACTING US ABOUT PERSONAL DATA

If you wish to:

• request access to your personal data;

• request correction;

• withdraw consent where applicable;

• ask a question regarding this Privacy Notice;

• raise a privacy concern; or

• exercise a right available under applicable law,

you may contact:

MSIB Corporate Consultancy Sdn Bhd

T3-3-3, Menara 3, Maju Link
Jalan Lingkaran Tengah 2
57000 Kuala Lumpur
Malaysia

Telephone: +603 9055 3341
Email: ask@companysecretary.my
Website: www.companysecretary.my

Please mark privacy-related correspondence:

“Personal Data / Privacy Request”

MSIB may require reasonable verification of identity before acting upon a request.

26. CONSENT AND ACKNOWLEDGEMENT

By voluntarily providing personal data to MSIB, you acknowledge that you have been informed of the manner in which personal data may be processed as described in this Privacy Notice.

Where consent is the applicable basis for processing, MSIB will rely on such consent subject to your applicable rights of withdrawal.

Where processing is required or permitted by law, necessary for a professional engagement, regulatory compliance or another lawful purpose, MSIB may continue to process personal data notwithstanding the absence or withdrawal of consent to the extent permitted by applicable law.

MSIB — Where Business Meets Compliance.