How KL Podcast Studio handles your personal data.

1. Who We Are

KL Podcast Studio (“KL Podcast Studio”, “KLPS”, “we”, “us”, or “our”) is a podcast rental studio and content production service provider based in Malaysia.

We provide studio rental, podcast recording, video recording, audio recording, editing, post-production, livestreaming, virtual recording, on-site production, workshops, and other related content creation services.

For privacy-related matters, you may contact us at [email protected].

2. Scope of This Privacy Policy

This Privacy Policy applies when you:

• Visit our website at https://klpodcast.studio or any page that links to this Privacy Policy.
• Submit a contact form, enquiry form, booking form, quotation request, or service request.
• Book or use our studio, recording, editing, livestream, virtual recording, or production services.
• Communicate with us through WhatsApp, phone call, email, website chat, social media, or other communication channels.
• Attend our studio, workshop, event, meeting, or production session.
• Apply for a job, internship, collaboration, partnership, or vendor relationship with us.

This Privacy Policy should be read together with our Terms and Conditions, booking terms, quotation terms, invoice terms, and any agreement or written instruction related to a specific project or service.

3. Personal Data We Collect

The personal data we collect depends on how you interact with us and which service you use. The types of personal data may include:

Contact and enquiry information

• Name.
• Email address.
• Phone number or WhatsApp number.
• Company, brand, organisation, school, university, or agency name.
• Job title, department, or role, where relevant.
• Any message, enquiry, request, or information you choose to send to us.

Booking and service information

• Studio location, selected studio, selected package, add-ons, booking date, booking time, and session duration.
• Project details, production requirements, guest details, recording format, livestream format, or editing requirements.
• Quotation, invoice, receipt, payment confirmation, billing details, and order information.
• Communication history related to your booking, recording, editing, production, or support request.

Payment information

• Payment status, payment method, transaction references, invoice details, and receipt details.
• Where payments are processed by third-party payment providers, payment information may be handled directly by those providers according to their own privacy and security practices.
• We do not intentionally store full card details on our own website systems.

Recording, livestream, editing, and production information

• Audio recordings, video recordings, livestream recordings, camera footage, multitrack audio, switched video, raw files, project files, subtitle files, graphics, thumbnails, scripts, slides, logos, brand assets, and other production materials.
• Names, images, voices, opinions, stories, brand information, or personal details that may appear in the recorded content.
• Notes, references, production instructions, creative direction, editing requests, revision comments, and file delivery information.

Website, device, and technical data

• IP address, browser type, device type, operating system, language preference, referral source, pages visited, time spent on pages, and general website usage data.
• Cookie, analytics, advertising, and tracking data, where applicable.
• Approximate location data based on IP address or device/browser settings.

CCTV and premises security data

• CCTV footage or security-related footage captured in or around our studio premises, common areas, entrance areas, waiting areas, or other monitored areas.
• Visitor attendance, arrival, or access-related information where necessary for security and operational purposes.

Job, internship, and collaboration information

• Resume, CV, portfolio, work samples, education background, employment history, interview notes, contact details, and other application-related information that you provide to us.

4. How We Collect Personal Data

We may collect personal data in the following ways:

• Directly from you when you contact us, make a booking, request a quotation, make payment, attend a session, or use our services.
• Through our website forms, booking pages, checkout/payment pages, email, WhatsApp, phone calls, social media messages, or other communication channels.
• During studio sessions, livestreams, virtual recordings, on-site productions, workshops, events, or meetings.
• From your company, organisation, representative, agency, team member, host, producer, or guest where they provide information to arrange a service with us.
• Automatically through cookies, analytics tools, website logs, pixels, and similar technologies when you use our website.
• From third-party service providers where necessary to process bookings, payments, analytics, communications, file storage, marketing, or service delivery.

5. How We Use Personal Data

We may use personal data for the following purposes:

• To provide studio rental, recording, editing, livestream, virtual recording, on-site production, and related content services.
• To prepare the studio, equipment, operator, crew, production setup, and file delivery workflow.
• To manage quotations, invoices, receipts, payment confirmation, refunds, accounting, and business records.
• To communicate with you through email, WhatsApp, phone call, SMS, social media, or other appropriate channels.
• To deliver recording files, editing drafts, final exports, subtitles, thumbnails, graphics, and other project deliverables.
• To manage revisions, feedback, client support, complaints, disputes, or service-related issues.
• To improve our website, studio workflow, service quality, customer experience, marketing, and internal reporting.
• To send service updates, administrative notices, policy updates, booking reminders, or important operational information.
• To send marketing or promotional communications, where permitted, and to allow you to opt out where applicable.
• To show relevant advertising, measure campaign performance, and understand how users interact with our website or content.
• To monitor studio safety, protect our equipment, prevent theft, manage incidents, and maintain security at our premises.
• To process job, internship, collaboration, partnership, or vendor applications.
• To comply with legal, tax, accounting, regulatory, insurance, or enforcement requirements.

6. Audio, Video, Recording, Editing, and Production Files

Because KL Podcast Studio provides recording and production services, some of the data we handle may include audio, video, image, subtitle, graphic, and project files.

These files may contain the voices, faces, names, views, opinions, stories, personal details, brand materials, copyrighted materials, or other content of clients, hosts, guests, crew, or third parties appearing in the recording.

How we handle production files

• We process production files mainly to provide the service requested by the client, including recording, editing, review, export, storage, and file delivery.
• Access to production files is limited to relevant team members, operators, editors, producers, contractors, or service providers who need access to complete the agreed work.
• We may use cloud storage, transfer links, editing software, production tools, or collaboration platforms to manage and deliver files.
• We may retain project files temporarily for operational reasons, revisions, support, quality control, backup, or dispute handling.

Client responsibility

If you book a recording or production session on behalf of guests, speakers, employees, talents, clients, students, minors, or any other participants, you are responsible for ensuring that you have obtained the necessary permission, consent, release, or authority for their participation and for the processing of their personal data in the recording.

Clients are also responsible for ensuring that their scripts, slides, music, images, clips, logos, brand assets, references, or materials provided to us do not infringe the rights of any third party.

Use for portfolio, marketing, or public sharing

We will not intentionally publish, post, or use your private recording files for our portfolio, marketing, social media, advertising, training, or public sharing without permission, unless the content has already been made public by you or your organisation, or unless the use is permitted by law or agreed in writing.

7. CCTV and Studio Security

We may use CCTV or security monitoring systems at our studio premises for safety, security, incident management, access monitoring, protection of equipment, and operational purposes.

CCTV may cover entrance areas, common areas, waiting areas, studio access areas, office areas, or other relevant premises areas. CCTV is not intended to be used for unnecessary monitoring of private activity.

CCTV footage may be accessed by authorised KL Podcast Studio team members or shared with building management, insurance providers, legal advisers, enforcement authorities, or other relevant parties where necessary for security, investigation, legal, or compliance purposes.

8. Cookies, Analytics, and Tracking Technologies

Our website may use cookies, pixels, tags, analytics tools, advertising tools, server logs, and similar technologies to operate the website, improve user experience, understand website performance, measure marketing campaigns, and show relevant content or advertisements.

These technologies may collect information such as your IP address, device type, browser type, pages visited, referral source, time spent on pages, and interactions with our website.

Types of cookies or tracking we may use

• Essential cookies: Required for website operation, security, forms, booking functions, and basic performance.
• Analytics cookies: Help us understand how visitors use our website and which pages are useful.
• Marketing or advertising pixels: Help us measure campaigns, improve ads, and show relevant content on platforms such as search engines or social media platforms.
• Embedded content cookies: May be used when our website includes embedded videos, maps, social media content, forms, or third-party tools.

You may manage or block cookies through your browser settings. However, some website features may not work properly if certain cookies are disabled.

9. Who We Share Personal Data With

We do not sell your personal data. However, we may share personal data where necessary to operate our business, provide our services, complete your project, comply with law, or protect our rights and safety.

We may share personal data with:

• Our internal team members, studio operators, editors, producers, creative team, sales/client relations team, management, and authorised personnel.
• Freelance editors, production crew, subcontractors, vendors, consultants, or partners who help us complete a project or service.
• Website hosting providers, security providers, maintenance providers, WordPress tools, booking tools, form tools, and website support providers.
• Payment gateways, banks, invoicing platforms, accounting tools, and financial service providers.
• Email, WhatsApp, communication, cloud storage, file transfer, collaboration, and productivity service providers.
• Analytics, advertising, remarketing, social media, and campaign measurement platforms.
• Delivery, event, workshop, livestream, webinar, virtual recording, or platform providers where relevant to the requested service.
• Professional advisers such as accountants, auditors, lawyers, insurance providers, and compliance consultants.
• Government authorities, regulators, enforcement agencies, courts, or other parties where required or permitted by law.
• Potential buyers, successors, or business partners in the event of a business transfer, restructuring, merger, sale, or acquisition.

Where practical, we take reasonable steps to ensure that service providers handle personal data only for the purposes required and with appropriate confidentiality and security measures.

10. International and Cross-Border Data Transfers

Some of the tools and service providers we use may store or process personal data outside Malaysia. This may include cloud storage, email, payment processing, website hosting, analytics, advertising, file transfer, communication, and production-related services.

Where personal data is transferred or processed outside Malaysia, we take reasonable steps to ensure that the transfer is carried out in accordance with applicable data protection laws and that appropriate safeguards are in place.

11. How Long We Keep Personal Data

We keep personal data only for as long as necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law, accounting requirements, tax requirements, dispute handling, contractual obligations, backup processes, or legitimate business needs.

General retention approach

• Enquiry and communication records may be kept for follow-up, service history, customer support, and business reference.
• Booking, invoice, payment, and accounting records may be kept as required for tax, accounting, audit, legal, and business purposes.
• Recording and production files are usually retained for a limited operational period after delivery unless extended storage is requested, purchased, or agreed separately.
• CCTV footage is generally retained for a limited period unless needed for investigation, security, insurance, legal, or dispute purposes.
• Job or internship application data may be kept for recruitment, future opportunity, or HR record purposes where appropriate.

When personal data is no longer needed, we will take reasonable steps to delete, anonymise, archive, or securely restrict access to it, subject to technical, legal, operational, and backup limitations.

12. How We Protect Personal Data

We use reasonable technical, administrative, and organisational measures to protect personal data against unauthorised access, loss, misuse, disclosure, alteration, or destruction.

These measures may include:

• Limiting access to personal data and project files to authorised personnel only.
• Using password protection, account access controls, and secure cloud or system access where available.
• Using reputable service providers for hosting, payments, communication, storage, and file delivery.
• Maintaining internal workflow controls for recording, editing, export, delivery, and storage.
• Reviewing access, systems, and operational processes from time to time.

However, no method of transmission over the internet, electronic storage, cloud storage, or digital communication is completely secure. While we do our best to protect personal data, we cannot guarantee absolute security.

13. Data Breach and Security Incidents

If we become aware of a personal data breach or security incident involving personal data, we will take reasonable steps to contain, assess, investigate, and respond to the incident.

Where required by applicable law, we may notify the relevant authority, affected individuals, service providers, or other relevant parties. The timing and content of any notification will depend on the nature of the incident, the risk involved, and applicable legal requirements.

14. Your Rights and Choices

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

• Request access to the personal data we hold about you.
• Request correction or update of inaccurate, incomplete, or outdated personal data.
• Withdraw consent where processing is based on consent.
• Request deletion or restriction of certain personal data, where applicable.
• Object to or limit certain processing where permitted by law.
• Opt out of marketing or promotional communications.
• Ask questions or make a complaint about how we handle personal data.

To exercise your rights, please contact us at [email protected]. We may need to verify your identity before responding to your request.

Marketing communications

You may opt out of marketing emails by using the unsubscribe link in the email where available, or by contacting us directly. Even if you opt out of marketing communications, we may still send service-related messages such as booking confirmations, payment notices, file delivery updates, policy updates, or important operational communications.

Browser Do-Not-Track signals

Some browsers offer “Do-Not-Track” signals. Because there is no consistent industry standard for responding to these signals, our website may not respond to all Do-Not-Track signals. You can manage cookies and tracking preferences through your browser settings or through any cookie tools made available on our website.

15. Children and Minors

Our services are generally intended for clients, creators, brands, organisations, agencies, and production teams. However, minors may sometimes appear in recordings, events, workshops, campaigns, interviews, educational content, or client productions.

If you provide personal data or content involving a minor, or if you arrange for a minor to participate in a recording or production, you are responsible for ensuring that proper parent, guardian, school, organisation, or legal consent has been obtained where required.

If you believe that personal data of a minor has been provided to us without proper consent, please contact us at [email protected].

16. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, website, systems, business operations, legal requirements, or data protection practices.

The updated version will be indicated by the “Last updated” date at the top of this page. If we make significant changes, we may provide additional notice through our website, email, or other appropriate channels.

We encourage you to review this Privacy Policy periodically so you understand how we handle personal data.

17. Contact Us

If you have any questions, requests, complaints, or concerns about this Privacy Policy or how we handle personal data, you may contact us at: