Privacy Policy
This is a template and must be reviewed by qualified Malaysian legal counsel before use.
Last updated: March 21st, 2026.
better-accountant (the “Company,” “we,” “us,” or “our”) provides offshore accounting staffing and talent-placement services, including the sourcing, vetting, and placement of dedicated remote accounting professionals, payroll and HR administration for placed staff, and a Talent Portal (the “Services”). This Privacy Policy explains how we collect, use, disclose, and protect personal data in accordance with Malaysia’s Personal Data Protection Act 2010 (“PDPA”) when you:
- Visit our website;
- Create an account or use the Talent Portal;
- Engage our Services;
- Interact with us for sales, marketing, or support; or
- Are a candidate whose details we hold for placement (“Candidates”).
This Privacy Policy does not apply to personal data we process on behalf of our clients when delivering bookkeeping and accounting work. In those cases, we act as a data processor and process information on behalf of the client in accordance with our Data Processing Addendum (“DPA”).
1. Information We Collect
1.1 Information You Provide Directly
We may collect:
- Name, email address, company name, and job title
- Contact and account details
- Billing information
- Client business and financial information shared with us for bookkeeping and accounting work
- Communications you send to us
- Consultation or event registration information
1.2 Information Collected Through the Services
When clients and Candidates use the Talent Portal and our Services, we may process:
- Contact and account details (e.g., name, email, account ID)
- Candidate personal data (e.g., CVs, qualifications, work history, and professional references)
- Client business and financial information shared for bookkeeping and accounting work
- Service-usage metadata (e.g., portal activity and access logs)
- IP address and device information
Where we deliver bookkeeping and accounting work, client information is processed on behalf of our clients.
1.3 Automatically Collected Information
When you visit our website, we may collect:
- IP address
- Browser type and device information
- Pages visited and referring URLs
- Usage data through cookies and similar technologies
2. How We Use Information
We use personal information to:
- Provide, operate, and maintain the Services
- Source, vet, and place Candidates, and administer placed staff
- Secure accounts and prevent fraud, abuse, and unauthorised access
- Improve and develop new features
- Respond to enquiries and provide support
- Process payments
- Comply with legal obligations
We do not sell personal data.
We do not use Candidate or client data for advertising profiling.
3. Legal Bases for Processing
Under the PDPA, we process personal data on the basis of your consent and where processing is necessary for the performance of a contract, to comply with our legal obligations, or for our legitimate business interests. If you are located in the European Economic Area (EEA) or United Kingdom, we additionally rely on the following legal bases under the GDPR:
- Performance of a contract
- Legitimate interests (e.g., security, fraud prevention, service improvement)
- Compliance with legal obligations
- Consent, where required
4. How We Share Information
We may share personal information with:
4.1 Service Providers (Subprocessors)
We use trusted third parties to support our Services, such as:
- Cloud hosting providers
- Analytics providers
- Email and SMS delivery providers
- Payment processors
We require these providers to protect personal information and process it only for authorized purposes.
4.2 Legal Requirements
We may disclose information if required by law or in response to valid legal processes.
4.3 Business Transfers
If we are involved in a merger, acquisition, or sale of assets, personal information may be transferred as part of that transaction.
5. Data Retention
We retain personal information for as long as necessary to:
- Provide the Services
- Maintain security and audit logs
- Comply with legal obligations
- Resolve disputes and enforce agreements
Retention periods may vary depending on the type of data and customer configuration.
6. Security
We implement administrative, technical, and physical safeguards designed to protect personal information, including:
- Encryption in transit
- Access controls
- Monitoring and logging
- Secure development practices
However, no system is completely secure, and we cannot guarantee absolute security.
7. International Data Transfers
As an offshore staffing provider, we may transfer personal data to countries outside of your jurisdiction, including Malaysia where the Company is based. Where required by law, we rely on appropriate safeguards, such as the PDPA’s requirements for cross-border transfers and, for international clients, Standard Contractual Clauses.
8. Your Rights
Depending on your jurisdiction, you may have rights to:
- Access personal information
- Correct inaccurate data
- Delete personal information
- Restrict or object to processing
- Data portability
- Withdraw consent
If we process your data on behalf of a customer, please contact the relevant customer directly. We will assist customers in responding to lawful requests.
To exercise your rights, contact us at support@better-accountant.com.
9. Cookies and Tracking Technologies
We use cookies and similar technologies to:
- Operate the website
- Analyze usage
- Improve performance
You may control cookies through your browser settings. Some features may not function properly if cookies are disabled.
10. Third-Party Processors
We engage trusted third-party processors to help us deliver the Services. These typically include payroll and HR providers used to administer placed staff, cloud hosting and infrastructure providers, and communication and email tools. We require these processors to protect personal data, to process it only on our instructions and for authorised purposes, and to maintain safeguards consistent with the PDPA. We do not share personal data with advertising networks or data brokers.
11. Children's Privacy
The Services are not directed to children under 13 (or equivalent minimum age in your jurisdiction). We do not knowingly collect personal information from children.
12. Your Rights Under the PDPA
If you are an individual whose personal data we hold, you have rights under the PDPA, including rights to access and correct your personal data, to withdraw consent, and to limit the processing of your personal data. We do not sell personal data.
To submit a request, contact support@better-accountant.com.
13. Changes to This Policy
We may update this Privacy Policy from time to time. We will post the updated version with a revised “Last Updated” date.
14. Contact Us
If you have questions about this Privacy Policy, contact:
better-accountant (the “Company”)
Address: [PLACEHOLDER — registered address, Kuala Lumpur, Malaysia]