Legal
Privacy Policy
Last updated: 12 May 2025 · Effective: 12 May 2025
1. Who We Are
Hearthen is a facilitation studio based in Kuala Lumpur, Malaysia. We organise structured communication workshops and provide facilitated family conversation sessions. We are the data controller for the personal information described in this policy.
Our address is 36 Jalan Imbi, 55100 Kuala Lumpur. You can reach our team by email at [email protected] or by phone at +60 3-2148 9264.
2. What Information We Collect
We collect personal information in the following ways:
- Contact enquiries. When you submit our contact form or send us an email, we receive your name, email address, and any message you include. You may also provide a phone number, though this is not required.
- Workshop registration. When you register for a workshop or facilitation session, we collect the information needed to confirm your place and send you attendance details — typically name and contact information.
- Website usage data. When you browse our site, we may collect general usage data (pages viewed, browser type, approximate region) through analytics tools. This data does not identify you personally.
- Cookies and local storage. Our site uses cookies for basic functionality and, with your consent, for analytics. See Section 7 or our Cookie Policy for details.
3. How We Use Your Information
We use personal information only for the purposes for which it was provided:
- To respond to your enquiry and discuss whether our workshops or facilitation sessions are suitable for your situation.
- To confirm a booking, send you session details, workbook materials, or a summary of a facilitated meeting if you have arranged one.
- To manage an annual membership account, including scheduling workshop attendance and facilitated sessions.
- To send you information about upcoming public workshops if you have expressed interest. You may opt out of this at any time.
- To understand how our website is used so we can improve it.
We do not sell your information to any third party. We do not use it for advertising purposes.
4. Legal Basis for Processing
We process your personal information on one of the following grounds:
Consent
Where you have submitted a form or agreed to receive information from us, or where you have accepted optional cookies on our site.
Legitimate interest
To understand how our website functions and to improve the experience of visitors, using aggregated and non-identifying usage data.
Service arrangement
To carry out actions you have requested — such as confirming a workshop booking or sending a post-session summary — where we need your contact details to complete the arrangement.
5. How Long We Keep Information
We keep contact and enquiry information for up to twelve months from the date of your last interaction with us, unless you ask us to remove it sooner.
For active members on an annual membership, we retain account and scheduling information for the duration of the membership and for twelve months afterward, to assist with any follow-up enquiries.
Written summaries from facilitated sessions are retained only as long as agreed with the requesting party. You may request deletion at any time.
6. How We Protect Your Information
We take reasonable steps to protect your personal information from unauthorised access or disclosure:
- Our website uses HTTPS encryption for all data submitted through forms.
- Internal records are stored on password-protected systems accessible only to team members who need them.
- Session notes and facilitation summaries are stored separately from general contact records and are not retained beyond their agreed purpose.
- In the unlikely event of a data breach that affects your personal information, we will inform you promptly and take appropriate steps to address it.
7. Cookies
Our site uses cookies for basic functionality and, with your consent, for understanding how visitors use the site. Essential cookies are necessary for the site to operate and cannot be disabled. Optional analytics and preference cookies are only set if you agree to them.
For full details on the cookies we use and how to manage your preferences, please see our Cookie Policy.
8. Sharing with Third Parties
We do not share your personal information with third parties for commercial purposes. We may use the following types of service providers who process data on our behalf:
- Website analytics. Aggregated, anonymised data about website usage may be processed by tools such as Google Analytics. These tools do not receive information that identifies you personally unless you have consented.
- Email delivery. Replies to enquiries and booking confirmations are sent using standard email services. Your email address is used only to send the messages you have requested.
No personal information is transferred outside of Malaysia without appropriate safeguards in place.
9. Third-Party Links
Our website may contain links to external resources or partner pages. We are not responsible for the privacy practices of those sites. We encourage you to review the privacy policies of any external site you visit.
10. Children's Privacy
Our workshops and services are intended for adults (18 years and older). We do not knowingly collect personal information from anyone under the age of 18. If you believe a minor has submitted information to us, please contact us so we can remove it.
11. Your Rights
You have the following rights in relation to your personal information:
Access
Request a copy of the personal information we hold about you.
Correction
Ask us to correct any inaccurate or incomplete information.
Erasure
Request deletion of your personal information where we no longer have a reason to hold it.
Objection
Object to processing where we rely on legitimate interest as the legal basis.
Withdraw consent
Withdraw consent at any time where processing is based on your agreement.
Portability
Request your information in a commonly used, portable format where applicable.
To exercise any of these rights, please write to us at [email protected]. We will respond within a reasonable timeframe and in accordance with Malaysian personal data protection requirements under the Personal Data Protection Act 2010 (PDPA).
12. Changes to This Policy
We may update this policy from time to time to reflect changes in our practices or in applicable requirements. When we do, we will update the date at the top of this page. If the changes are significant, we will make reasonable efforts to inform you directly.
13. Contact
If you have any questions about how we handle your information, or if you wish to make a request relating to your data, please contact us: