Definitions
Key terms used in this policy are defined below to provide clarity on data types and processing activities in the context of apartment transaction support.
- Personal data means any information relating to an identified or identifiable individual, such as name, contact details, identity documents, and transaction-related records used to process a property transfer or funding application.
- Processing refers to any operation performed on personal data including collection, recording, structuring, storage, retrieval, consultation, use, disclosure, and erasure in the course of providing transaction services.
- User refers to buyers, sellers, agents or other individuals who interact with FlatNowDeal services and whose personal data are processed to facilitate apartment transactions.
- Service denotes the suite of legal support activities offered by FlatNowDeal, including contract drafting, title verification, liaison with banks and solicitors, and defects management.
- Cookies are small text files placed on a user device to collect standard internet log information and visitor behavior information used to improve site functionality and analytics.
Data Collection
We collect data directly from users and automatically via the website and tools. Data collection is limited to what is necessary for a specific transaction and described below with practical examples.
User-provided data
Data users provide when engaging our services, registering an account, or communicating with our team:
- Full name and contact information (email, mobile phone) used to schedule viewings and communicate contract terms
- Transaction details and property information (address, strata title number, purchase price) necessary to prepare and review documents
- Identity documents and proof of funds when required by a bank or solicitor for funding or verification steps
- Correspondence and uploaded documents (contracts, receipts, inspection reports) supplied to support transaction steps
- Professional contact details for solicitors, agents and banks involved in the transaction
- Feedback and case notes recorded to improve service processes and to document decisions in a transaction
Automatically collected data
When you visit FlatNowDeal.pro or use our case management tools, we automatically collect technical and usage data to support service delivery and security:
- Device and browser information (user agent) to ensure compatibility and troubleshoot issues
- IP address and approximate location data for fraud prevention and to manage regional service requirements
- Usage data including pages visited, time on site and interactions to improve content and case workflows
- Cookies and similar tracking identifiers to support session management and analytics
- Error and diagnostic logs collected to maintain secure and reliable services
- Performance metrics to measure response times and optimize case handling processes
Third-party data sources
We may receive data about you from authorized third parties to complete a transaction or verify information:
- Banks and funding institutions providing confirmation of loan status or discharge of encumbrances
- Solicitors and conveyancers supplying title documents, searches and legal opinions
- Strata management companies and developers providing by-laws, maintenance records and defect rectification information
Purposes of Processing
We process personal data for the following practical purposes in the ordinary course of apartment transactions:
- To evaluate and validate transaction documents, perform title searches and prepare Sale & Purchase Agreement drafts
- To coordinate with banks, solicitors and strata managers for funding, discharge of encumbrances and handover
- To communicate case updates, schedule inspections and manage handover logistics
- To verify identity and proof of funds as required by funding providers and anti-fraud checks
- To analyze service usage and improve workflows using aggregated, anonymized metrics
- To comply with legal obligations and respond to lawful requests from authorities
- To maintain records for dispute resolution and to document the steps taken in a transaction
- To send administrative communications related to ongoing cases and service updates
Legal basis for processing
We rely on one or more of the following bases when processing personal data for specific transaction activities:
- Performance of a contract: processing necessary to execute a Sale & Purchase Agreement or related services
- Compliance with legal obligations: requests from regulators, land registry or tax authorities
- Legitimate interests: protecting against fraud, improving case workflows and ensuring service security
- Consent: where optional processing such as marketing communications is based on user consent
User Rights and Data Protection Principles
Although FlatNowDeal is based in Malaysia, we respect internationally recognized data protection principles and provide the following rights to users in relevant jurisdictions. Below are practical steps users can take and how we respond.
- Right of access: users may request a copy of the personal data we hold about them and practical case notes related to a transaction
- Right to rectification: users can ask us to correct inaccuracies in contact details or transaction records
- Right to erasure: where legal retention obligations do not apply, users may request deletion of certain personal data
- Right to restriction of processing: users may request limitation while a dispute or verification is ongoing
- Right to data portability: when applicable, we can provide structured copies of case data to users or another service provider
- Right to object: users can object to certain direct marketing processing and we will honor preferences unless overriding legitimate grounds exist
Cookies and Tracking
We use cookies and similar technologies on FlatNowDeal.pro to deliver essential functionality and to understand how users interact with our site. Cookies support practical features such as secure session handling during document uploads and analytics to streamline case workflows.
Cookies used include session cookies for login and case access, persistent cookies for preferences, analytics cookies for performance measurement and optional marketing cookies if consent is given.
Categories: necessary (site functionality), performance (analytics), functional (preferences) and marketing (optional advertising). Necessary cookies cannot be switched off in our systems because they are required to manage case sessions securely.
You can manage cookie preferences through the cookie banner on our website or via browser settings. Disabling certain cookies may affect functionality such as document uploads and case notifications.
Cookie Policy
Data Sharing and Disclosure
We share data strictly on a need-to-know basis to complete transactions and maintain service operations. Examples of routine sharing are listed below.
- With solicitors and conveyancers to prepare contracts and perform title searches
- With banks and funding partners for loan verification and discharge processes
- With strata managers and developers for property records, defects handling and handover coordination
- With service providers such as escrow managers, identity verification vendors and analytics providers under data processing agreements
- With law enforcement or regulators when required by law and subject to appropriate safeguards
- With prospective buyers or agents when explicitly authorized by the data subject to facilitate a sale
International transfers
Some processing may involve recipients located outside Malaysia, for example cloud hosting or analytics providers. Where data transfers occur, we apply contractual safeguards and assess the recipient’s data protection practices to maintain appropriate protections for personal data.
Safeguards include standard contractual clauses, data processing agreements, and technical controls such as encryption. Transfers are limited to what is necessary for case management and service delivery.
Data retention
We retain personal data only as long as needed for the purposes set out in this policy and to meet legal or regulatory obligations. Retention periods vary by data type and transactional context.
Account information is retained for the duration of the active relationship and for a limited period thereafter to address disputes or regulatory requirements.
Messages and correspondence related to a specific transaction are kept for the duration of the transaction plus a reasonable period to resolve any post-completion issues.
System logs and diagnostic records are retained for security, fraud prevention and operational purposes in line with industry practices.
Upon request and where no legal obligation prevents deletion, we will remove personal data from active systems and retain only anonymized or archival records necessary for compliance.
Security measures
We implement administrative, technical and organizational measures to protect personal data against accidental loss, disclosure or unauthorized access. Measures include access controls, encryption of sensitive documents in transit and at rest, role-based permissions for case management, and periodic security reviews. In practical terms, document uploads related to a case are stored in encrypted storage with restricted access to the assigned transaction team and relevant external advisors. For questions about security, contact [email protected] or our office at Lebuhraya Lembah Klang Selatan, Ioi Resort, 62502 Sepang, Selangor, Malaysia.
- Data encryption in transit and at rest: FlatNowDeal uses industry-standard TLS for web traffic and AES-256 for stored documents. In practice this means sale and purchase agreements transmitted through our platform are protected during upload and when archived on our servers, as shown in a case where a buyer uploaded a SPA and only authorised agents could retrieve it.
- Role-based access and strict authentication: access to client files is limited by roles and multi-factor authentication. For example, in a scenario where a legal assistant and a lead solicitor both worked on a single conveyancing file, role restrictions prevented the assistant from accessing the final settlement banking details.
- Operational safeguards and incident response: regular backups, staff security training, penetration testing and a documented incident response process. A practical case involved detection of anomalous login activity that was contained through immediate lockout, forensic review and client notification procedures.
User Rights
Your privacy rights are described below with practical scenarios showing how you can exercise them when engaging FlatNowDeal for apartment transaction legal support in Malaysia. Typical rights include access, correction, deletion, portability, restriction and objection. If you submit a request, we will follow the steps described and provide examples of outcomes where appropriate.
- Right of access: You can request a copy of personal data we hold about you. Scenario: a buyer requested all documents FlatNowDeal held related to their previous purchase; we provided a secure download link to copies of contracts, communication logs and payment receipts.
- Right to rectification: If your details are inaccurate, ask us to correct them. Scenario: a client updated their name after marriage; we updated the client record and reissued a corrected engagement letter and invoice.
- Right to erasure (where applicable): You may request deletion of certain personal data when there is no legal basis to retain it. Scenario: a prospective client withdrew before engagement; non-essential marketing data was removed while retaining mandatory transactional records required by law.
- Right to restrict processing: Ask us to limit processing of your data while a dispute is resolved. Scenario: when a client disputed billing entries, we froze further processing of disputed items until clarification was provided.
- Right to data portability: Where data processing is based on consent or contract and the data is in a structured format, you can request transfer. Scenario: a client asked for the conveyancing file to be provided to their new solicitor; we exported the file in a machine-readable format and transmitted it securely.
- Right to object: You can object to processing for direct marketing or other grounds. Scenario: a recipient objected to marketing emails; we marked their profile and stopped non-essential marketing communications.
- Right not to be subject to automated decisions: We do not rely on automated profiling to make legal advice or transaction decisions without human review. Scenario: an automated risk flag is used only to queue a file for solicitor review, not to refuse service.
- Right to lodge a complaint with a supervisory authority: If you remain unsatisfied after contacting us, you can escalate to the relevant authority in Malaysia. Scenario: we assisted a client in preparing a complaint file summarising the steps taken and our response history.
How to submit a privacy rights request
To exercise any of the rights above, submit a written request via our website contact form at FlatNowDeal.pro/contact or send a signed request to our office at Lebuhraya Lembah Klang Selatan, Ioi Resort, 62502 Sepang, Selangor, Malaysia. Include your full name, Business ID if applicable, a description of the records sought and any identity documents required to verify the request. We may ask for additional information to confirm identity before processing requests.
[email protected]
We aim to acknowledge rights requests within 5 business days and typically provide a substantive response within 30 calendar days. If we need more time due to complexity or volume, we will inform you of the expected extension and the reasons for it.
Marketing communications and case-based outreach
FlatNowDeal may send marketing information about services, guides and legal updates tailored to apartment transactions. Marketing is based on client engagement history or explicit consent. Example case: after completing conveyancing, we offered a targeted checklist for newcomers on strata by-laws relevant to the same development. You will only receive communications relevant to your interests unless you opt otherwise.
You can opt out of marketing at any time via the unsubscribe link in our emails, the communication preferences section on your FlatNowDeal account, or by contacting us at +60128078536 or our office address. We will implement your choice in a timely manner and confirm the change by email.
Children and minors
Our services are directed at adults involved in apartment transactions. FlatNowDeal does not knowingly collect personal information from children under 13 for marketing or legal services. In scenarios where a minor is mentioned in a contract, we rely on an authorised adult to provide necessary information and supporting documents.
Third-party links and service providers
FlatNowDeal integrates with third-party providers such as banks, licensed valuers, notaries and payment processors to support a transaction. When you are redirected to a third party, their privacy practices apply. Example: when using an escrow partner for deposit handling, you will be presented with the escrow provider's terms and data practices prior to completing payment.
Policy updates and versioning
We review and may update this privacy policy to reflect operational changes or legal requirements. Significant updates will be posted at FlatNowDeal.pro/privacy with the date of last revision. Last updated: 22-02-2026. Example: a prior update clarified data retention periods for completed conveyancing files and included illustrative retention timelines.