CoSpacePrivacy Policy
Last updated: 5 August 2026
This Privacy Policy describes how CoSpace ("we", "us") collects, uses, and protects personal data when you use the CoSpace platform — our website, web application and mobile applications (together, the "Service"). We process personal data in accordance with the Personal Data Protection Act 2010 (Malaysia).
1. Data we collect
| Category | Examples | Why we collect it |
|---|---|---|
| Account data | Phone number, email address, password (stored encrypted), preferred language | Account creation, sign-in, one-time-passcode verification, notifications |
| Identity verification (KYC) | Full name, NRIC/passport number, nationality, passport expiry, photos of your identity document, a verification selfie | Verifying the identity of company users before billing relationships are established |
| Company data | Company name, registration number, business address, company members | Operating the engagement between your company and your appointed agents |
| Agent credentials | Professional license numbers and license documents, service specialisations | Verifying that agents are licensed for the services they offer |
| Billing & payments | Invoices, payment amounts and methods, bank-transfer receipts you upload, Touch 'n Go transaction references | Issuing, paying and reconciling invoices |
| E-signature data | Your saved signature image, signature placements on documents, signing timestamps, a signing PIN (stored only as a secure hash) | Executing document signatures you authorise |
| Documents | Files exchanged between you and your agent (contracts, filings, supporting documents) | Providing the document workspace and e-signature features |
| Usage data | Notifications, audit records of key actions (e.g. document uploads, signatures, engagement approvals) | Security, accountability and support |
2. How your data is used
- To provide the Service: engagements, invoicing, payments, documents and signatures.
- To verify identity (company users) and professional licensing (agents).
- To send service notifications in-app and by email (e.g. new invoice, payment received, signature requested, verification outcome).
- To maintain security, prevent fraud, and keep auditable records of legally significant actions.
We do not sell personal data, and we do not use your data for third-party advertising.
3. Who can see your data
- Your counterparties: agents you appoint see your company's billing and document data for the services they are engaged in; your agent's name, license and contact details are visible to you.
- Platform administrators: review identity-verification submissions and agent licenses, and oversee billing disputes.
- Service providers: we use infrastructure and communication providers to run the Service — including email delivery and, for Touch 'n Go payments, the TNG payment gateway (which receives the payment amount and an order reference, never your identity documents).
4. Data retention
Account, billing and signed-document records are retained for as long as your account is active and thereafter as required for legal, tax and audit purposes. Identity-verification images are retained while your account remains active. You may request deletion of your account and associated personal data (see Section 6); some billing records may need to be retained where the law requires it.
5. Security
Passwords and signing PINs are stored as cryptographic hashes. Access to the Service is authenticated with signed tokens and role-based permissions. Data is transmitted over HTTPS. Uploaded documents are stored on our servers in Malaysia-hosted infrastructure and access is limited to the parties in the engagement and platform administrators.
6. Your rights
Under the PDPA you may request access to, correction of, or deletion of your personal data, and you may withdraw consent to processing (which may prevent us from continuing to provide the Service). Contact us at support@cospace.cfd and we will respond within a reasonable period.
7. Children
The Service is intended for business use by adults and is not directed at children under 18.
8. Changes to this policy
We will post any changes to this policy on this page and update the "Last updated" date. Material changes will be notified in the app or by email.
9. Contact
COSPACE REGTECH SDN. BHD. — Registration No. 202501054916 (1656322-P)
No. 7, Jalan Tasik 7, Lake Fields, Taman Tasik Damai, 57000 Sungai Besi, W.P. Kuala Lumpur, Malaysia
Email: support@cospace.cfd