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Legal & Compliance
/Privacy Architecture

Your information,
handled with care.

We value clear principles and strict stewardship when managing customer, address, and premises details across our residential and commercial HVAC operations in Peninsular Malaysia.

PDPA Malaysia (Act 709) Aligned

Last updated: 15 February 2026

Operational Baseline Rev. 4.2

Table of Contents (8 Sections)
Zero Monetization Standard

Privacy as an architectural guarantee.

When an HM Cooling certified technician enters your residence, office floor, or cleanroom facility, all data captured remains strictly bonded to that work order. We do not sell, rent, or trade customer information.

01 • Scope & Framework

Overview & Regulatory Alignment

HM COOLING & SERVICES (Registration No. 202603229595 (TR0348610-U)), a sole proprietorship registered under the Registration of Businesses Act 1956 (“HM Cooling”, “we”, “us”, or “our”), provides air conditioning services for homes and businesses across Kuala Lumpur and Selangor.

This Privacy Policy details how we collect, store, transmit, and safeguard personal data in compliance with the Personal Data Protection Act 2010 of Malaysia (PDPA Act 709) and auxiliary standards promulgated by the Department of Personal Data Protection (JPDP). By scheduling on-site diagnostic service, confirming a quotation via WhatsApp, or accessing our digital portal, you acknowledge the practices outlined herein.

02 • Taxonomy

Information We Collect

To dispatch certified technicians, execute accurate load calculations, and warranty repairs against water leaks and electrical faults, we process specific tiers of client and premise data:

A

Primary Identity & Contact Credentials

Individual name, corporate billing entity, SST registration number, official mobile telephone numbers, and email accounts utilized for electronic invoicing and dispatch notifications.

B

Premises, Property & Guardhouse Security Data

Street address, condominium or strata parcel number, gated community visitor pre-clearance tokens, tower loading dock access notes, and technician parking clearances required by building management.

C

Technical Asset Specifications & Inspection Imagery

Cooling equipment model plates, condenser serial numbers, refrigerant history (R32 / R410A / R22), compressor run-hour logs, and pre/post-cleaning high-definition digital inspection photographs of internal fan coils and drainage trays.

D

Transactional & Financial Settlement Data

DuitNow QR transaction references, FPX automated clearing receipts, and enterprise purchase order records. We do not process or retain raw credit or debit card primary account numbers (PANs) on HM Cooling servers.

03 • Execution

How Information Is Used

Every data point collected serves an explicit operational purpose directly tied to HVAC lifecycle execution:

  • Precision Route Dispatch: Allocating our certified mobile technical teams based on geographic proximity across Klang Valley, Johor Bahru, and Penang to uphold same-day diagnostic service commitments.
  • 45-Day Service Guarantee Validation: Maintaining an immutable time-stamped log of coil pressure tests, electrical amp draws, and chemical flushes to honor our 45-day zero-water-leak warranty without client friction.
  • Predictive Maintenance Cadence: Calculating seasonal air filter saturation intervals based on regional dust indexing and operating hours for commercial and luxury residential properties.
  • Regulatory Compliance: Fulfilling mandatory reporting mandates enforced by the Energy Commission (Suruhanjaya Tenaga) and Construction Industry Development Board (CIDB) for specialized refrigeration handling.

04 • Messaging & Field Coordination

Communications & WhatsApp Protocols

Given the dynamic nature of tropical weather and gated compound access, our primary field communication medium is the WhatsApp Business API platform alongside direct telephone contact.

Scope of Official WhatsApp Transmission

Communications transmitted via our verified green-tick channels (010-381 8429 and 010-381 8429) are strictly bounded to:

Technician ETA & vehicle reg. plate
Live before/after coil wash photos
Diagnostic quotes requiring sign-off
Electronic PDF invoices & warranty sheets

We do not distribute unsolicited promotional marketing blitzes. Service reminders are queued strictly in accordance with your chosen preventative servicing cadence (e.g. quarterly or bi-annual).

Core Privacy Commitment

We treat property gatehouse security clearances, floor layouts, and premises resident contact records strictly as confidential operational utility assets. We never monetize, cross-license, or disclose private customer directories. Technician dispatch logs and equipment diagnostic registries are encrypted end-to-end.

05 • Integrity

Data Sharing & Third-Party Controls

We maintain a rigorous zero-brokerage philosophy. HM Cooling never sells or rents customer identifiers to third-party telemarketers, lead aggregators, or real estate brokers. External disclosure is strictly restricted to vetted operational processors under strict Non-Disclosure and Data Processing Agreements:

Cloud Infrastructure

ISO/IEC 27001-certified enterprise cloud hosting nodes located physically within the Malaysia (Kuala Lumpur) region.

Financial Gateways

Bank Negara Malaysia-regulated payment switches supporting direct FPX and certified DuitNow QR settlements.

Regulatory Registrars

Department of Environment (DOE) ozone-depleting substances records where equipment decommissioning occurs.

Strata Management Offices

Permitted only to fulfill pre-clearance work permit entry for multi-story residential and commercial towers.

06 • Timelines

Data Retention Protocols

Personal and equipment data is maintained only as long as strictly necessary to honor warranties and fulfill Malaysian statutory accounting duties:

Data Record CategoryRetention LifecycleGovernance Basis
Statutory Tax & Invoicing7 YearsInland Revenue Board (LHDN)
Equipment Warranty RegistryCompressor warranty span (up to 5 yrs)Manufacturer & HM Service Guarantee
Inspection Imagery & Thermal Logs24 MonthsPreventative Service Benchmarking
Visitor Compound Pre-Passes30 Days after job completionSecurity Audit Window

07 • Empowerment

Your Choices & Statutory Rights

Under the PDPA Act 709, you are entitled to comprehensive jurisdiction over your personal information processed by HM Cooling:

Right of Access

Request an export of past job orders, parts replaced, and premises logs.

Right to Rectify

Update primary phone contacts, billing entities, or building access instructions.

Right to Withdraw

Opt out of automated routine servicing reminders with a simple reply of ‘STOP’.

08 • Oversight

Data Protection Officer (DPO) Contact

If you have inquiries regarding this document, wish to file a formal subject access request (SAR), or require data deletion upon termination of a multi-year commercial HVAC agreement, contact our designated privacy officer:

Office of the General Counsel

Data Protection Officer & Compliance Team

Official Privacy Correspondenceinfo@hmcoolingandservices.com
Compliance Helpline010-381 8429
Have Questions or Need an Inspection?

Have a question regarding your data or service logs?

Whether you need past equipment diagnostic sheets or want to schedule certified cooling engineering for your home or enterprise, we are here to assist.

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