Studio information

Privacy Notice

Pre-launch template · Last reviewed 19 July 2026 · Legal and studio approval required before public use

1. Who this notice is for

A Poet’s House is operated by A POET PHOTO HOUSE (Registration No. SA0654231-T). This notice explains how the business handles information from website visitors, enquirers and portrait clients. The full registered address will be added before launch where legally required.

2. Information we may collect

Contact details, enquiry preferences, desired dates, participant information, optional occasion details, wardrobe measurements, accessibility needs, dietary information, booking records, payment status, correspondence and—where a client separately agrees—portrait images and publication permissions.

3. Why we use it

To respond to enquiries; recommend and administer a portrait collection; reserve sessions; prepare wardrobe, accessibility and refreshment arrangements; record bank-transfer deposits; deliver portraits; meet legal obligations; protect the service; and send marketing only where separately requested.

4. Required and optional information

Fields needed to answer or administer an enquiry are marked required. Occasion details, social profile, measurements at first enquiry and marketing consent are optional. Publication permission is separate and is never required to book.

5. Service providers and transfers

The final notice will name the approved hosting, form, email, Google Sheets, analytics and other providers, including where information may be processed outside Malaysia and the safeguards used.

6. How long we retain personal data

A POET PHOTO HOUSE retains personal data only for as long as reasonably necessary to provide the requested services, maintain appropriate business records, resolve complaints and comply with legal, tax and regulatory obligations. Unless a longer period is required by law or reasonably necessary because of a complaint, dispute, investigation or legal claim, we apply the following periods:

• Enquiries that do not become bookings: up to 12 months after the last communication.
• Booking, contract, invoice, receipt and payment records: seven years after completion of the relevant transaction.
• Client correspondence and service records: seven years after the portrait session or final resolution of the matter.
• Wardrobe measurements, accessibility information and dietary information: deleted within 90 days after completion and delivery, unless the client asks us to retain relevant details for a future booking.
• Unselected proofs and unretouched working images: deleted within 90 days after final portrait delivery, unless temporarily required for a technical or dispute-related reason.
• Final delivered portraits: retained for up to two years after delivery to assist with replacement downloads or artwork orders. Clients remain responsible for maintaining their own copies.
• Publication permissions and model-release records: retained while authorised portraits remain in use and for up to seven years after that use ends.
• Marketing records: retained until consent is withdrawn or after 24 months without meaningful engagement, whichever occurs first.
• Website security and technical logs: normally retained for up to 90 days.
• Backups: deleted or overwritten according to the backup cycle, normally within 90 days after deletion from the active system.

When information is no longer required, we take reasonable steps to delete it securely or anonymise it so that it can no longer identify an individual.

7. Security

Access to personal data is limited to authorised people. Reasonable administrative, technical and physical safeguards will be used, but no system can be guaranteed completely secure.

8. Your choices and requests

Subject to applicable Malaysian law, a person may contact A POET PHOTO HOUSE at official@apoethouse.com to ask about access, correction, deletion or withdrawal of relevant consent. Some information may need to be retained for legal, tax, accounting, dispute-resolution or security purposes.

9. Separate permissions

Acceptance of booking terms, processing needed to administer a booking, portrait publication, and marketing communications are kept separate. Withdrawing optional publication or marketing permission does not prevent a private portrait booking.

10. Professional review

This notice is a working commercial draft and is not a substitute for legal advice. Before the website accepts public enquiries, it should be reviewed by a Malaysian-qualified legal professional against the Personal Data Protection Act 2010 and its amendments, including the final service providers, cross-border processing, security measures and retention practices.