The Archive Lab

User

Privacy Policy

Effective Date: 19 October 2026

THE ARCHIVE LAB (“we”, “our”, or “us”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, retain, and protect your personal data when you visit our website at https://www.thearchivelab.my, contact us, or use our equipment rental services.

This Privacy Policy is prepared with reference to Malaysia’s Personal Data Protection Act 2010 (Act 709) (“PDPA”), including applicable amendments and regulations.

1. Company Information

Business Name: THE ARCHIVE LAB
Company Registration Number: 202603117458
Website: https://www.thearchivelab.my
Contact Email: sales@thearchivelab.my

2. Personal Data We Collect

Depending on how you interact with us, we may collect the following categories of personal data.

2.1 Identity Information

  • Full name

  • Company name, where applicable

  • Copies of identification documents, such as MyKad or passport, where required for equipment rental verification

We may collect and retain copies of identification documents to verify customer identity, manage equipment rentals, and protect our equipment against loss or unauthorised use. Such copies may be retained until the rented equipment has been returned.

We do not retain customers’ original physical identity documents. Access to identification document copies will be restricted to authorised personnel and handled in accordance with applicable data protection requirements.

2.2 Contact Information

  • Email address

  • Telephone number

  • Billing or correspondence address, where applicable

2.3 Rental and Transaction Information

  • Rental dates and booking details

  • Equipment rented and rental history

  • Orders, quotations, invoices, and related correspondence

  • Payment confirmations and transaction references

  • Records relating to equipment collection and return, where applicable

2.4 Enquiries and Communications

  • Information submitted through website forms

  • Quotation requests and rental enquiries

  • Messages, feedback, and other communications sent to us

2.5 Technical and Website Usage Information

When you visit our website, certain technical information may be collected through server logs, cookies, or similar technologies, depending on our website configuration and your consent settings. This may include your IP address, browser type, device information, pages visited, referral source, and browsing interactions.

We aim to collect only personal data that is reasonably necessary for the relevant purposes, subject to applicable law.

3. How We Collect Personal Data

We may collect personal data when you:

  • Submit an enquiry or request a quotation

  • Make or manage an equipment rental booking

  • Complete an order or checkout process

  • Contact us by email, telephone, or website forms

  • Provide identification documents for rental verification

  • Provide payment confirmations or transaction information

  • Browse or interact with our website through cookies and analytics technologies, where applicable

Personal data may be provided directly by you or collected through website technologies and service providers described in this Policy.

4. Purposes of Processing

We may collect and process your personal data for the following purposes:

  • Processing and managing equipment rental bookings

  • Checking equipment availability and rental schedules

  • Communicating with you about bookings, quotations, payments, collections, and returns

  • Verifying customer identity where reasonably necessary

  • Maintaining rental security and reducing the risk of equipment loss or unauthorised use

  • Preparing quotations, invoices, and transaction records

  • Providing customer service and responding to enquiries

  • Maintaining business, accounting, and rental records

  • Operating, maintaining, and improving our website

  • Measuring website usage and advertising effectiveness, where applicable

  • Detecting and preventing fraud, misuse, or unauthorised transactions

  • Complying with applicable legal and regulatory obligations

Where required by law, we will obtain consent or rely on another lawful basis permitted under applicable data protection legislation.

5. Cookies and Tracking Technologies

Our website may use cookies and similar technologies to support website functionality, analyse visitor behaviour, and measure advertising performance.

Depending on the services enabled and the website configuration, these technologies may include:

  • Essential website and WooCommerce cookies

  • Google Analytics

  • Google Tag Manager

  • Meta Pixel

Essential cookies may be necessary for functions such as shopping cart management and checkout. Analytics and advertising technologies may collect information about website visits, browsing activity, device information, or interactions with advertisements.

Where consent is legally required, non-essential cookies and tracking technologies should only be activated after the appropriate consent has been obtained. You may also manage cookies through your browser settings. Disabling certain cookies may affect website functionality.

6. Third-Party Services

We may use third-party services to operate and improve our website and rental business, including:

  • WordPress: Website content management

  • WooCommerce: Rental orders and checkout functionality

  • Google Analytics: Website usage analysis, where enabled

  • Google Tag Manager: Website tag management, where enabled

  • Meta Pixel: Advertising measurement, where enabled

  • Google Maps: Location and mapping functionality, where embedded

  • YouTube and other embedded content providers: Displaying external media, where embedded

  • Banks and payment gateway providers: Processing, verifying, or reconciling payments, depending on the payment method used

These providers may process information in accordance with their own privacy policies and service terms. The information processed and the applicable terms depend on the services enabled and how they are configured.

Where appropriate, we will take reasonable steps to ensure that personal data shared with service providers is handled in accordance with applicable data protection requirements.

7. Payments

We accept payments through bank transfers and third-party payment gateways, where available.

Depending on the payment method used, we may process payment confirmations, transaction references, order details, and other relevant payment records to verify and reconcile rental payments.

When you use a third-party payment gateway, your payment information may be processed directly by that provider under its own terms, privacy policy, and security procedures.

We do not intend to collect or store online banking passwords, personal identification numbers (PINs), or one-time passwords (OTPs).

8. Disclosure of Personal Data

We do not sell your personal data.

We may disclose personal data where reasonably necessary for the purposes described in this Policy, including to:

  • Website hosting and technical service providers

  • Relevant website, analytics, and advertising service providers

  • Banks and payment gateway providers

  • Professional advisers where necessary

  • Government authorities, regulators, courts, or law enforcement agencies where required or permitted by law

We will take reasonable steps to ensure that disclosure is limited to what is necessary and handled in accordance with applicable law.

9. International Transfers

Some third-party service providers may process or store information outside Malaysia. Where personal data is transferred internationally, we will take the steps required by applicable data protection law, including any applicable conditions and safeguards for cross-border transfers.

The countries in which information may be processed depend on the third-party services used and their respective configurations.

10. Data Security

We take reasonable practical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction.

These measures may include appropriate access controls, website security measures, and limiting access to personal data to authorised personnel who need it for legitimate business purposes.

However, no method of electronic transmission or storage can be guaranteed to be completely secure.

11. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including equipment rental administration, payment verification, customer service, accounting, dispute resolution, and compliance with legal obligations.

Copies of identification documents collected for equipment rental verification may be retained until the rented equipment has been returned. After the equipment has been returned, these copies will be securely deleted or destroyed when they are no longer necessary, unless further retention is required by law or reasonably necessary to resolve outstanding payments, disputes, claims, or other legitimate business matters.

Order records, invoices, payment records, and other business documents may be retained for longer periods where necessary to comply with applicable legal, accounting, tax, or recordkeeping requirements.

When personal data is no longer required, we will take reasonable steps to securely delete, destroy, or anonymise it, where appropriate.

12. Your Rights Under Applicable Data Protection Law

Subject to applicable law and any relevant exceptions, you may have the right to:

  • Request access to personal data we hold about you

  • Request correction of inaccurate, incomplete, or outdated personal data

  • Withdraw consent where processing is based on consent

  • Request that we cease processing your personal data for direct marketing

  • Exercise other rights available under applicable data protection law

We may need to verify your identity before responding to a request. Certain requests may be subject to legal requirements, exemptions, or applicable fees where permitted by law.

To exercise your rights or make an enquiry about your personal data, please contact us using the details in Section 16.

13. Direct Marketing

If we use your personal data for direct marketing, we will comply with applicable legal requirements. You may request that we stop using your personal data for direct marketing by contacting us.

Where an unsubscribe option is provided, you may also use that option to opt out of the relevant communications.

14. Children’s Personal Data

Our equipment rental services are intended for customers who are legally able to enter into the relevant rental arrangements.

If personal data relating to a child is provided to us, we will handle it in accordance with applicable law and take appropriate steps where necessary.

15. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, website functionality, third-party services, or legal requirements.

Any updated version will be published on this page together with a revised effective date, where appropriate.

16. Contact Us

If you have any questions about this Privacy Policy, wish to request access to or correction of your personal data, or wish to exercise your applicable data protection rights, please contact:

THE ARCHIVE LAB
Company Registration Number: 202603117458
Website: https://www.thearchivelab.my
Email: sales@thearchivelab.my