Privacy notices
External notices for customers, employees, applicants and visitors, in Malay and English.
Data Protection / Documentation
PDPA Policies and Documentation (Managed Service)
Templates give you a starting document. We write documents that describe what your organisation actually does, in both languages the Act requires, and keep them current as the law and your business change.
Overview
PDPA Policies and Documentation
What it is
A managed service to draft, align and maintain your PDPA documentation: privacy notices, internal policies, standard operating procedures, processor agreements, registers and records, reviewed at least once a year.
Why organisations need it
A policy that does not match practice is worse than none: it shows the regulator you knew what you should have done. The PDPA requires notices to data subjects in both the national and English languages, the 2024 amendments added DPO, breach notification, processor and portability obligations, and JPDP's 2026 guidelines on impact assessment, design and automated decisions all expect documented processes. Most organisations' documents predate all of it.
Key features
What the engagement covers
Internal policies
Data protection, retention, security, breach response and data subject rights policies.
Standard operating procedures
Step-by-step procedures staff can follow for requests, breaches and new processing.
Processor agreements
Data processing clauses and agreements for vendors and outsourcers.
Registers and records
Processing records, breach log, request log and DPIA register.
Annual review
Yearly update for legal and business changes.
Business value
What the business gets out of it
Documents that match reality
Written after understanding how you work.
Both languages covered
Notices meet the bilingual requirement.
Current with the 2024 amendments
DPO, breach, processor and portability duties reflected.
Less internal effort
Your team reviews rather than writes.
Kept up to date
Annual review so documents do not drift.
How it works
How the engagement runs
01
Discovery
Understanding your processing and existing documents.
02
Drafting
Writing or rewriting the document set.
03
Review
Your team reviews and we revise.
04
Rollout
Publishing notices and briefing staff on procedures.
05
Annual review
Updating the set each year and after major changes.
Deliverables
What you receive
Privacy notice set
Bilingual notices for each audience.
Policy set
Core data protection policies.
SOP pack
Procedures for requests, breaches and new processing.
Processor agreement template and reviews
Clauses and reviews of key vendor contracts.
Registers
Processing, breach, request and DPIA registers.
Who it is for
Who this is built for
Industries
Company sizes
Departments
Why Orbix
Why organisations choose Orbix
A governance approach, not a tool sale
We do not resell products, so nothing here is shaped by a vendor margin. The recommendation is whatever your risk and your budget actually justify, including telling you that you do not need the engagement yet.
Recommendations you can actually implement
Findings come with a sequence, an owner and a realistic effort estimate, sized to the team you have rather than the team a framework assumes. A report that cannot be acted on is an expense, not a control.
Consultants who have sat on your side of the table
Our people have carried the obligation internally, not only audited it. That shows up in what we consider proportionate, and in how much documentation we think you genuinely need.
Built for the Malaysian operating context
Work is grounded in Malaysian law and regulator expectation, from the PDPA and the Cyber Security Act 2024 to Bursa, BNM and SC requirements, rather than translated from a European or American template.
HRD Corp expertise where it applies
Where an engagement includes training, the training component is structured to be HRD Corp SBL-Khas claimable, which changes what the programme costs you in practice.
Questions
Questions we get asked
How is this different from your templates?
Templates are self-service starting points. This service writes and maintains documents specific to your organisation.
Do notices really need to be in Malay and English?
Yes. Section 7(3) of the PDPA requires the notice to data subjects to be in the national and English languages.
How long does the first set take?
Typically four to eight weeks depending on the number of audiences and documents.
Can you review our vendor contracts?
Yes. We review key processor contracts and provide clauses for new ones.
What happens after the first year?
An annual review keeps the set current, with ad hoc updates when the law or your business changes.
Get started
Get documents that describe what you actually do
Send us your current notices and policies, or tell us you have none. We will scope the document set and quote.