How we collect, use, share, retain, and protect personal information.

Last updated: 6 July 2026.

1. Scope and organisations

This policy applies to the PPS Language Services website, enquiries submitted through it, and related service communications. PPS Language Services Company Limited and PPS AI Technology Sdn. Bhd. may handle information depending on the service, contracting arrangement, and operational role. The relevant entity will be identified in the quotation, invoice, or project agreement where applicable.

2. Information we collect

We may collect names, email addresses, telephone or WhatsApp details, organisation information, service requirements, document descriptions, messages, correspondence, quotation and transaction records, consent records, and files or text that a user chooses to submit. We may also receive technical information such as IP-derived security data, browser type, device information, timestamps, referring pages, error logs, and essential cookie data.

3. Sensitive and third-party information

Documents may contain personal data about authors, research participants, patients, employees, customers, students, or other people. Please remove unnecessary identifiers and do not submit highly sensitive information unless it is essential, lawful to share, and an appropriate transfer method has been agreed. The person submitting material is responsible for having authority to provide it and for giving any required notices or obtaining any required permissions.

4. Why we use information

We use information to respond to enquiries; assess documents; prepare quotations; enter into and perform contracts; communicate with clients; provide editing, review, delivery, and support; administer payments and records; secure and troubleshoot the website; prevent misuse; improve our services; establish or defend legal claims; and comply with legal, regulatory, tax, accounting, and contractual obligations.

5. Legal grounds where applicable

Depending on the law that applies, processing may be based on steps requested before a contract, performance of a contract, compliance with legal obligations, our legitimate interests in operating and protecting the business, consent, or another recognised legal basis. Where we rely on consent, it may be withdrawn for future processing, although withdrawal does not affect processing already carried out lawfully.

6. Enquiries and uploaded documents

Every website submission is saved as a private WordPress enquiry record before email notification is attempted. Sample documents are not placed in the public Media Library and are not attached to notification emails. Under our standard website retention setting, an uploaded sample is scheduled for deletion after 30 days, while the enquiry record may be retained for follow-up, project administration, security, accounting, or legal purposes.

7. Sharing and service providers

We may share limited information with authorised personnel, editors or reviewers assigned to the work, website and hosting providers, email-delivery providers, secure storage or file-transfer providers, payment and accounting providers, security and IT support providers, professional advisers, and authorities where required. We do not sell personal information. We require service providers to use information only for authorised purposes and to apply appropriate safeguards.

8. International processing

Our organisations and service providers may process information in Hong Kong, Malaysia, and other locations where relevant providers operate. When information is transferred across borders, we take reasonable steps to use contractual, organisational, or technical safeguards appropriate to the information and applicable law.

9. Retention

We retain information only for as long as reasonably necessary for the purpose for which it was collected, an active or prospective project, client support, security, legal claims, and tax, accounting, regulatory, or contractual obligations. Different records have different retention periods. A valid deletion request may be limited where retention is required by law, needed to complete a contract, or necessary to establish, exercise, or defend legal claims.

10. Security

We use reasonable administrative, technical, and organisational measures designed to protect information against unauthorised access, loss, alteration, disclosure, or misuse. Measures may include restricted administrator access, private file storage, protected download links, transport encryption, security monitoring, software updates, backups, and confidentiality obligations. No internet transmission or storage system can be guaranteed to be completely secure.

11. Cookies and analytics

The website may use cookies or similar technologies that are necessary for security, forms, language preferences, and core operation. Optional analytics, advertising, or embedded third-party technologies should only be enabled with appropriate notice and consent where required. Browser settings can restrict cookies, although essential functions may then be affected.

12. Marketing and automated decisions

We do not use enquiry information for unrelated direct marketing without an appropriate basis or permission, and we do not sell mailing lists. We do not make decisions producing legal or similarly significant effects solely through automated processing of website enquiries.

13. Your rights

Depending on applicable law, you may have rights to request access to personal information, correct inaccurate information, withdraw consent, object to or restrict certain processing, request deletion, receive a portable copy, or complain to a data-protection authority. We may need to verify identity and may decline or limit a request where permitted by law.

14. Children

This business website is not directed to children. A parent, guardian, school, or other authorised adult should contact us before submitting personal information about a minor. If we learn that information was submitted without appropriate authority, we will take reasonable steps to address it.

15. Contact and complaints

Privacy questions and requests can be sent to pps@ppslanguage.com. Please describe the request and the relevant interaction or project. You may also have the right to complain to the applicable privacy or data-protection authority.

16. Changes to this policy

We may update this policy when our services, technology, providers, legal obligations, or data-handling practices change. We will publish the revised version on this page and update the date above. Material changes may also be communicated through another appropriate channel.