Privacy Policy

1. Who We Are

Smartnest provides a digital platform for building and property management. Our platform may be used to manage and support services including:

• Building and property management
• Owner and tenant management
• Resident management
• Maintenance requests and work orders
• Facility management
• Parking management
• Visitor management
• Financial and fund management
• Maintenance fees and other property-related payments
• Notices and announcements
• Communication between building management and residents
• Reports and operational records

In this Privacy Policy, references to “Smartnest”, “we”, “us” or “our” refer to the company operating the Smartnest platform.

2. Personal Data We Collect

Depending on how you use Smartnest, we may collect and process personal data including:

A. Personal Information

• Full name
• Identification details where required by the relevant property or management
• Date of birth, where applicable
• Profile photograph, where provided
• Residential or correspondence address
• Unit or property information

B. Contact Information

• Email address
• Mobile telephone number
• Other contact information provided to us

C. Property and Residency Information

• Property or building name
• Unit number
• Owner information
• Tenant information
• Residency information
• Vehicle information
• Parking information

D. Account Information

• Username
• Login details
• Account preferences
• User role and access permissions

E. Maintenance and Service Information

• Maintenance requests
• Work orders
• Issue descriptions
• Photographs and documents submitted in connection with maintenance requests
• Service provider information
• Maintenance history

F. Financial Information

Where applicable, we may process information relating to:

• Maintenance fees
• Property-related charges
• Sinking funds
• Payment records
• Invoices
• Financial transactions

Smartnest may use third-party payment service providers for payment processing. Where this applies, payment card or banking information may be processed directly by the relevant authorised payment provider rather than stored by Smartnest.

G. Technical Information

When you use our website, portal or mobile application, we may automatically collect certain technical information, including:

• IP address
• Device information
• Browser type
• Operating system
• Login activity
• Usage information
• Date and time of access

3. How We Collect Your Personal Data

We may collect your personal data:

• Directly from you when you register or use Smartnest
• From your building management or property management company
• From property owners or authorised representatives
• From tenants or residents
• When you submit maintenance requests or other information
• When you communicate through the platform
• Automatically through your use of our website, portal or mobile application

4. How We Use Your Personal Data

We may use your personal data for the following purposes:

To Provide Our Services

• Create and manage user accounts
• Provide access to the Smartnest platform
• Manage building and property-related information
• Process maintenance requests
• Manage residents, owners and tenants
• Manage parking and visitor-related services

To Support Building Operations

• Manage facilities and infrastructure
• Track maintenance activities
• Communicate building notices and announcements
• Manage service providers and contractors
• Generate operational reports

To Manage Financial Services

Where applicable:

• Record payments
• Manage maintenance fees
• Manage sinking funds
• Generate invoices and statements
• Maintain financial records

To Communicate With You

We may send you:

• Building announcements
• Important notices
• Maintenance updates
• Service notifications
• Account-related communications

To Improve Our Platform

We may analyse how users interact with Smartnest to:

• Improve platform functionality
• Improve security
• Identify technical issues
• Develop new features
• Improve user experience

5. Disclosure of Personal Data

We do not sell your personal data.

Your personal data may be disclosed to authorised parties where necessary to provide Smartnest services. These parties may include:

• Building management teams
• Property management companies
• Joint Management Bodies (JMB)
• Management Corporations (MC)
• Property owners
• Authorised building administrators
• Authorised service providers and contractors
• Payment service providers
• Technology and cloud service providers
• Professional advisers
• Government authorities or regulators where required by law

Access to personal data should be limited according to the user's role and authorised access permissions.

6. Building Management as Data Controller

In many cases, Smartnest may provide the technology platform used by a building management organisation, property management company, JMB or MC. The relevant building management organisation may determine:

• What personal data is collected
• Why the data is collected
• Who has access to the data
• How the information is used for building management purposes

Smartnest may process certain personal data on behalf of the relevant organisation in order to provide the Smartnest platform and related services. If you have questions about how your building management organisation uses your personal data, you may also contact the relevant building management office directly.

7. Data Security

We take reasonable and appropriate measures to protect personal data from unauthorised access, loss, misuse, modification, disclosure and destruction. Security measures may include:

• Secure user authentication
• Role-based access controls
• Password protection
• Data access restrictions
• Secure servers and infrastructure
• Monitoring and security controls

However, no internet-based system can guarantee absolute security. Users should also protect their account credentials and not share passwords with unauthorised persons.

8. Data Retention

We will retain personal data only for as long as reasonably necessary for providing our services, managing the relevant building or property, meeting legal or regulatory requirements, resolving disputes, and maintaining necessary business and operational records.

When personal data is no longer required, we will take reasonable steps to delete, destroy or anonymise the information in accordance with applicable requirements.

9. Your Rights

Subject to applicable laws, you may have the right to:

Access Your Personal Data

You may request access to personal data held about you.

Correct Your Personal Data

You may request correction of personal data that is inaccurate, incomplete or outdated.

Withdraw Consent

Where processing is based on your consent, you may withdraw your consent, subject to applicable legal and operational requirements.

Limit Certain Processing

You may request clarification or raise concerns regarding how your personal data is processed.

To exercise your rights, please contact us using the details provided below.

10. Cookies and Website Technologies

Our website and platform may use cookies and similar technologies to keep users signed in, remember preferences, improve website performance, understand how our platform is used, and improve user experience.

You may manage or disable cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of some parts of our website or platform.

11. Third-Party Services

Smartnest may integrate with third-party services, including payment providers, cloud hosting providers, communication services, analytics services and other technology providers. These third parties may have their own privacy policies and terms. We encourage users to review the privacy policies of relevant third-party services where applicable.

12. Cross-Border Data Transfers

Depending on the technology and cloud services used to operate Smartnest, personal data may be processed or stored in locations outside Malaysia. Where personal data is transferred outside Malaysia, we will take reasonable steps to ensure that appropriate safeguards and applicable legal requirements are observed.

13. Children's Privacy

Smartnest is primarily designed for building and property management purposes. Where information relating to children or minors is provided through the platform, such information should only be processed where necessary and in accordance with applicable laws and appropriate authorisation.

14. Marketing Communications

Where we send marketing or promotional communications, we will do so in accordance with applicable laws and consent requirements. You may opt out of marketing communications at any time by using the unsubscribe option provided, where available, or contacting us directly. Please note that important service-related communications, account notifications and building management notices may still be sent where necessary.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, changes to our technology, legal or regulatory developments, and improvements to our privacy practices. The updated version will be published on the Smartnest website or platform. We encourage you to review this Privacy Policy periodically.

16. Contact Us

If you have questions about this Privacy Policy or how your personal data is handled, please contact us.

• Smartnest
• Email: info@smartnest.my
• Website: www.smartnest.my
• Address: UNIT 5.72, LEVEL 5, WISMA CENTRAL 147, JALAN AMPANG 50450 KUALA LUMPUR W.P. KUALA LUMPUR MALAYSIA

17. Personal Data Protection Act

Smartnest is committed to handling personal data responsibly and in accordance with applicable Malaysian data protection laws, including the Personal Data Protection Act 2010 (PDPA), Act 709, where applicable. For further information about personal data protection in Malaysia, please refer to the Malaysian Personal Data Protection Commissioner.

18. Your Acknowledgement

By using the Smartnest website, web portal or mobile application, you acknowledge that you have read and understood this Privacy Policy. Where required, we will seek your consent for the collection and processing of your personal data in accordance with applicable laws.