Privacy policy
What we do with the details you send us, how long we keep them and how to get them back.
Who we are
XINYI SMART SERVICE SDN. BHD. is a commodity trading and export company registered in Malaysia, company number 202401000000 (0000000-X), with its office at Level 00, Menara Placeholder, Jalan Example, 50450 Kuala Lumpur, Wilayah Persekutuan, Malaysia. We are the data controller for the personal data described on this page. Questions about it go to sales@xinyismartservice.my.
What we collect
When you complete the quotation form or the contact form we collect your name, company, business email address, telephone or WhatsApp number, country, destination port and the details of your enquiry. Our web server also records standard technical data — IP address, browser type and the pages requested — in its access logs. We do not collect payment card details through this website.
Why we use it
We use your enquiry details to prepare and send a quotation, to correspond about a contract or shipment, and to keep the commercial records that Malaysian company and tax law requires us to keep. We do not use your details for marketing unless you specifically ask to be added to a mailing list, and we do not operate an automated follow-up sequence.
Who we share it with
Enquiry details are shared internally with the trading, operations and documentation staff working on your file. Where a shipment proceeds, the relevant details are shared with the parties needed to execute it — the producer or supplier, the freight forwarder or shipping line, the nominated surveyor, the insurer and the banks handling the payment instrument. We do not sell personal data to anybody, ever.
How long we keep it
Enquiries that do not result in a contract are kept for twenty-four months and then deleted. Where a contract is concluded, transaction records are kept for seven years to meet Malaysian statutory record keeping requirements. Server access logs are kept for twelve months.
Your rights
Under the Malaysian Personal Data Protection Act 2010 you may request access to the personal data we hold about you, ask us to correct it if it is wrong, and in defined circumstances ask us to limit how we process it or to stop processing it. If you are contacting us from the European Union or the United Kingdom you additionally have rights of erasure and data portability under the GDPR. Write to sales@xinyismartservice.my and we will respond within thirty days.
Cookies and analytics
This website sets no advertising or tracking cookies of its own. If you visit the contact page, the embedded map is served by Google and may set cookies under Google's own policy. Should we add website analytics in future, this page will be updated before it goes live and a consent notice will be shown.
Security
The site is served over HTTPS. Form submissions are transmitted encrypted and delivered by email to accounts protected with multi-factor authentication. No transmission over the internet is perfectly secure, so please do not send bank details, passwords or identity documents through the website forms.
Changes to this policy
We review this policy annually and whenever we change how the website handles personal data. The version in force is the one published on this page.