Privacy policy

This privacy notice applies to Optiqra Logistics Sdn Bhd (Reg. No. 202301089432 (1547892-K)), with registered office at Level 18, Menara Worldwide, 198 Jalan Bukit Bintang, 55100 Kuala Lumpur, Malaysia. We are the data controller of personal data collected through this website (optiqra.pro) and in the course of providing freight forwarding and logistics services.

We comply with the Personal Data Protection Act 2010 of Malaysia (PDPA), including the seven data protection principles, and apply equivalent safeguards where data crosses borders for the purposes of shipment processing.

1. Who is responsible for your data

Optiqra Logistics Sdn Bhd is the data controller. Questions, access requests, correction requests or complaints can be sent to our Data Protection Officer at [email protected] or by post to the registered office above. We acknowledge access requests within 14 days.

2. What personal data we collect

We collect only what we need to provide our services and run our business. Specifically:

• Identifying information: name, job title, employer name.
• Contact information: work email, work phone, mailing address.
• Commercial information: shipment instructions, invoicing details, payment terms.
• Technical information: IP address, browser type, pages visited (via aggregated analytics if you accept analytics cookies).
• Correspondence: emails, letters and call notes related to your shipments or enquiries.

We do not knowingly collect personal data from individuals under 18. Our services are provided business-to-business.

3. Why we use your data

1. To prepare quotes, book carriers and execute shipments on your behalf.
2. To prepare customs declarations and supporting documentation under our agency licence.
3. To invoice you and process payment.
4. To communicate operational updates (shipment status, exception notifications, scheduling).
5. To comply with our legal obligations under Malaysian customs, tax and corporate law.
6. To improve our services and our website based on aggregated usage data.

4. Legal grounds we rely on

We rely on (a) the necessity of processing to perform a contract with you or your employer, (b) compliance with our legal obligations, and (c) your consent where it is required (for example, for non-essential analytics or marketing cookies).

5. Who we share your data with

We disclose personal data only on a need-to-know basis to:

• Carriers, airlines, shipping lines and trucking companies executing your shipment.
• The Royal Malaysian Customs Department and overseas customs authorities, for clearance declarations.
• Insurance underwriters where you purchase cargo insurance through us.
• Our auditors, banks and professional advisers, under written confidentiality terms.
• Courts, regulators or law enforcement where required by law.

We do not sell personal data, ever.

6. International transfers

Some of your data leaves Malaysia in the ordinary course of moving your cargo — for example, an air waybill containing a contact name and phone for the destination consignee. We only transfer data where it is necessary to perform our service and we apply contractual safeguards with our partners.

7. How long we keep your data

Shipment records and customs declarations are retained for seven years from completion of the shipment, in line with Malaysian customs and tax retention rules. Marketing-related data is retained for 24 months after your last interaction with us, unless you opt out sooner. Website analytics data is anonymised after 26 months.

8. Your rights

Under the PDPA you have the right to:

• Request a copy of the personal data we hold about you.
• Correct inaccurate or incomplete data.
• Withdraw consent to processing where consent is the legal basis.
• Object to processing for direct marketing.
• Lodge a complaint with the Personal Data Protection Commissioner of Malaysia.

9. How we protect your data

We apply organisational and technical measures proportionate to the sensitivity of the data we hold. These include role-based access in our shipment management system, encrypted email transport (TLS 1.2 or higher), encrypted backups, vendor due diligence and annual staff training on data handling.

10. Changes to this notice

We update this notice when our practices or applicable law changes. The version date at the top reflects the latest revision. We will not retrospectively use your data for new purposes without your consent where required.