Privacy Policy

Effective Date: 1st January 2025

This Privacy Policy outlines how Zepheus Corporate Services ("Zepheus," "we," "us," or "our") collects, uses, discloses, and protects your personal data in accordance with the Malaysian Personal Data Protection Act 2010 (PDPA) and other applicable statutory regulations.

1. Introduction & Scope

By engaging our services, accessing our website (zepheus.com.my), or communicating with our advisory team, you acknowledge that you have read, understood, and consented to the collection and processing of your personal data as described in this policy.

2. Personal Data We Collect

To deliver tech-enabled corporate secretarial, company registration, cloud accounting, and regulatory compliance services, we collect personal and corporate information, including but not limited to:

• Identity & Verification Data: Full name, NRIC/Passport number, nationality, residential address, date of birth, gender, and tax identification numbers (TIN).
• Contact Information: Mobile/WhatsApp number, email address, corporate correspondence address, and emergency contacts.
• Corporate & Ownership Details: Shareholding percentage, directorship records, ultimate beneficial ownership (UBO) details, and SSM statutory filings.
• Financial & Accounting Data: Bank statement details, payroll records, invoices, tax files, e-invoicing records, and accounting ledgers.
• Technical & Usage Data: IP address, browser type, device information, cookie identifiers, and site usage analytics when accessing our digital portals.

3. How We Collect Your Data

We collect personal data through direct and automated interaction channels:

• Forms submitted via our website, onboarding portals, or digital inquiry cards.
• Direct communications via WhatsApp, WeChat, email, phone calls, or physical consultations at our Penang or Sarawak hubs.
• Uploads to our self-owned encrypted servers and cloud accounting engines (e.g., Xero, Document AI OCR systems).
• Publicly accessible registers maintained by Suruhanjaya Syarikat Malaysia (SSM), Inland Revenue Board of Malaysia (LHDN), and other regulatory databases.

4. Purpose of Processing Personal Data

Your personal data is processed strictly for legitimate corporate, legal, and operational purposes:

• Executing company incorporation, corporate secretarial resolutions, and SSM statutory filings.
• Setting up cloud bookkeeping, multi-currency ledgers, and direct API integration with LHDN e-Invoicing systems.
• Conducting mandatory Know Your Customer (eKYC) and Anti-Money Laundering (AMLA) compliance verification.
• Facilitating corporate bank account openings and visa/licensing applications.
• Communicating regulatory deadlines, annual return reminders, tax schedules, and invoice updates.
• Ensuring system security, private server maintenance, and fraud prevention.

5. Disclosure & Sharing of Personal Data

We do not sell, rent, or trade your personal information. Your data may be shared with authorized third parties solely to complete required business compliance services:

• Government & Regulatory Authorities: Suruhanjaya Syarikat Malaysia (SSM), Lembaga Hasil Dalam Negeri (LHDN), Royal Malaysian Customs Department, and statutory authorities.
• Financial & Banking Institutions: Partner banks in Malaysia to facilitate corporate account opening procedures per client instructions.
• Software & Infrastructure Partners: Authorized cloud software (such as Xero) and secure enterprise cloud hosting providers operating under strict confidentiality obligations.
• Legal & Professional Advisors: External auditors, legal counsels, or licensed tax advisers where required by law or requested by you.

6. Data Security & Retention

• Security Standards: We implement bank-grade administrative, technical, and physical safeguards. Client files are stored on secure self-owned servers with enterprise-grade encryption, restricted access control, and 24/7 monitoring.
• Retention Period: Personal data is retained for the duration necessary to fulfill the purposes outlined herein and to satisfy statutory retention requirements under Malaysian law (including the 7-year statutory retention mandated by the Companies Act 2016 and Income Tax Act 1967).

7. Your Rights Under the PDPA

Subject to statutory conditions, you hold the following rights regarding your personal data:

• Right of Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Request correction of inaccurate, incomplete, or outdated data.
• Right to Withdraw Consent: Limit or withdraw consent for data processing (subject to legal obligations or existing contract retainers).
• Right to Inquire: Direct questions or lodge compliance queries regarding our data handling procedures.

8. Cookies & Website Analytics

Our website uses cookies and similar digital tags to optimize browsing experience, analyze site traffic, and support online inquiries. You may configure your web browser settings to reject cookies; however, certain interactive features of our portal may be restricted.

9. Contact Us & Data Enquiries

To exercise your rights, update your personal data, or submit queries regarding this Privacy Policy, please contact our Compliance Officer:

• Contact Zepheus Group / GZ: +6019-888 9910
• Strategic Service Hubs:
  • Penang Hub (Penang Office)
  • Sarawak Hub (Miri Office)

Licensed corporate secretarial, cloud accounting, and cross-border advisory firm. We empower Malaysian enterprises and foreign investors with high-standard statutory compliance, transparent fees, and guaranteed 24-hour response.

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Zepheus Corporate Services Sdn. Bhd. (201901025623 (1334952-K))