Introduction
This Privacy Policy explains how BossHubMentor collects, uses, discloses and protects personal information in relation to our director-level coaching and advisory services and the BossHubMentor.pro website. The policy applies to clients, prospective clients, business contacts and visitors. BossHubMentor is based at 30, Jalan Perindustrian 4, Kawasan Perindustrain Pontian, 82000 Pontian, Johor, Malaysia and operates under Business ID 879932712866. We aim to maintain professional confidentiality, comply with applicable laws and use personal data only for legitimate business purposes.
Definitions
For the purposes of this policy: 'Personal data' means information relating to an identified or identifiable individual. 'Processing' means any operation performed on personal data. 'User' means a person who visits the site or receives our services. 'Service' refers to BossHubMentor coaching, workshops and the BossHubMentor.pro platform. 'Cookies' are small files placed on devices to support site functionality and analytics.
Data We Collect
We collect personal data necessary to provide coaching services, administer accounts, process payments, operate the website and meet legal or regulatory obligations.
User-provided Information
Information you provide directly when contacting us, engaging our services, registering for events or communicating with our team.
- Full name and professional contact details (email, telephone, company address).
- Company name, role or title, and business sector information relevant to coaching engagement.
- Assessment responses, coaching session notes and development objectives where consent or contractual need is present.
- Billing, invoicing and payment details required for transactional processing.
- Communication preferences and consent choices for marketing and updates.
- Referral information or professional references provided by the user or third parties.
Automatically Collected Information
When you visit BossHubMentor.pro or use our online tools, we automatically collect technical and usage data necessary to operate the service and improve user experience.
- IP address, device type and basic connection information.
- Browser and operating system details and page navigation data.
- Usage logs showing pages viewed, features used and session duration.
- Cookie identifiers and similar local storage data used for analytics and preferences.
- Approximate device location derived from IP address when enabled.
- Aggregated analytics data used to measure performance and user behaviour on the site.
Third-party Sources
We may receive personal data about users from third parties to support service delivery and verification.
- Payment processors and business institutions for billing and refunds.
- Analytics and hosting providers that assist in website operation and performance measurement.
- Professional referees or background check services provided with consent.
Purposes of Processing
We process personal data for legitimate business reasons and to fulfil contractual obligations related to our services.
- To deliver coaching services, diagnostics, workshops and client support.
- To process payments, manage billing and maintain business records.
- To communicate with clients, send confirmations, schedules and administrative messages.
- To improve and personalize the website and learning materials based on aggregated usage data.
- To meet legal, regulatory and tax obligations applicable to our operations.
- To conduct legitimate business development and marketing communications where consent has been provided.
- To protect the security and integrity of our systems and detect or prevent fraud.
- To support research and aggregated analytics that inform service design without identifying individuals.
Legal Bases for Processing
Where applicable, BossHubMentor relies on the following legal bases to process personal data.
- Contractual necessity to perform services requested by a client (e.g., coaching engagements and related administration).
- Consent, where users have voluntarily agreed to marketing communications or specific data uses.
- Compliance with legal obligations such as accounting, taxation and regulatory reporting.
- Legitimate interests such as service improvement, fraud prevention and safeguarding business operations, balanced against individual rights.
Data Protection and Rights (GDPR reference)
Under applicable data protection laws, including principles reflected in the GDPR, individuals have certain rights in relation to their personal data.
- Right of access: you may request confirmation of processing and a copy of personal data we hold about you.
- Right to rectification: you may request correction of inaccurate or incomplete personal data.
- Right to erasure: you may request deletion of personal data in certain circumstances subject to legal and contractual retention requirements.
- Right to restrict processing: you may request limiting how we use your data in specific situations.
- Right to data portability: where applicable, you can receive a machine-readable copy of personal data provided by you.
- Right to object and to lodge a complaint with a supervisory authority where you consider your rights have been infringed.
Data Sharing
We share personal data only with parties necessary to provide services, comply with law, or with your consent. Third parties are required to protect data consistent with this policy.
- Service providers such as hosting, IT support, analytics and email delivery vendors under data processing agreements.
- Payment processors and business institutions to handle transactions and refunds.
- Professional advisers including legal and accounting firms when required to manage contractual or regulatory matters.
- Regulatory, law enforcement or governmental authorities where disclosure is required by law.
- Group companies or affiliates involved in delivery of services, subject to confidentiality controls.
- Potential buyers or advisors in the event of a business sale or restructuring, with appropriate confidentiality safeguards.
International Transfers
Personal data may be transferred or accessed from jurisdictions outside Malaysia in order to deliver services or use third-party platforms. Where transfers occur, we take appropriate steps to protect personal data.
Safeguards include contractual data processing agreements, standard contractual clauses where available, technical security measures and assessment of recipient safeguards before transfer.
Data Retention
We retain personal data only as long as necessary for the purposes set out in this policy and to satisfy legal, tax and regulatory obligations.
Account and client records are retained for the period of the engagement and for a reasonable period thereafter for compliance and professional obligations, typically up to 7 years where required for business records.
Communications, emails and messages relevant to ongoing services are retained for the duration of the engagement and for the period required to respond to enquiries or disputes.
System logs and technical records are retained for operational needs, security monitoring and fraud prevention, commonly retained for up to 12 months or anonymised sooner.
You may request deletion of personal data subject to legal and contractual restrictions. Deletion requests are processed in accordance with our procedures; residual copies may persist in backup systems for limited periods.
Security Measures
BossHubMentor applies administrative, technical and organisational measures to protect personal data against unauthorised access, disclosure, alteration or destruction. Access to personal data is restricted to authorised personnel and service providers on a need-to-know basis.
- Encryption of data in transit (TLS) and storage where appropriate, access controls, multi-factor authentication, regular staff training and security audits.
- Encryption of personal data in transit and at rest using industry-standard protocols (TLS for transport, AES-256 for storage) to protect information handled by BossHubMentor.
- Role-based access controls, periodic access reviews, and multi-factor authentication for administrative interfaces to reduce the risk of unauthorized access to client records.
Your Rights
As a user of BossHubMentor services you have statutory and contractual rights regarding your personal data. These rights enable you to request access, correction, restriction or deletion of your data, and to express preferences about marketing communications. We handle all requests in accordance with applicable Malaysian data protection practice and our internal procedures.
- Right to access the personal data we hold about you and to receive a copy of that data in a readable format.
- Right to request correction of inaccurate or incomplete personal data we maintain about you.
- Right to request deletion of personal data where processing is no longer necessary or where consent has been withdrawn and no other lawful basis for processing applies.
- Right to object to processing for direct marketing and to opt out of such communications at any time.
- Right to request restriction of processing in specified circumstances, for example while a dispute about accuracy is resolved.
- Right to data portability where processing is based on consent or contract and is performed by automated means; you may request a structured, commonly used, machine-readable copy of your data.
- Right to withdraw consent where processing relies on your consent; withdrawal will not affect the lawfulness of prior processing.
- Right to lodge a complaint with a supervisory or regulatory authority if you consider our processing of your personal data to be not in accordance with applicable law.
How to make a rights request
To exercise any of the rights described above, contact BossHubMentor via our published channels. Provide sufficient information to identify yourself and describe the request clearly. Send correspondence to our postal address at 30, Jalan Perindustrian 4, Kawasan Perindustrain Pontian, 82000 Pontian, Johor, Malaysia, or email [email protected]. For administrative reference, our Business ID is 879932712866. Where necessary we may request additional information to verify your identity before fulfilling a request.
We aim to acknowledge requests within 7 calendar days and respond substantively within 30 calendar days of receipt. Complex requests or requests requiring additional verification may take longer; we will inform you of any expected delay and the reasons for it.
Marketing and promotional communications
BossHubMentor may send information about coaching programs, events, newsletters and service updates to clients who have opted in. Marketing communications are based on consent or a legitimate interest assessment where appropriate. Communications may include email, SMS, or postal mail. Frequency varies by program and user preferences.
You may unsubscribe or change marketing preferences at any time by using the unsubscribe link in emails, by replying with your request to [email protected], or by contacting our support team. After you unsubscribe we will promptly stop the specified marketing communications.
Children and minors
BossHubMentor services are designed for adult professionals, particularly company directors and senior managers. We do not knowingly collect personal data from children or minors under the age of 18. If we become aware that we have collected personal data of a person under 18 without appropriate consent, we will take steps to delete that information.
Links to third-party websites
Our website and materials may include links to third-party sites, tools and services. These third parties operate under their own privacy policies and practices. BossHubMentor is not responsible for the privacy practices, content, or performance of third-party websites and does not accept liability for their handling of personal data.
Changes to this privacy policy
BossHubMentor may update this privacy policy to reflect changes in our operations, legal requirements, or industry practice. We will publish the updated policy on BossHubMentor.pro with a clear effective date. Material changes that affect how we use personal data will be communicated by email or prominent notice on the website when appropriate. The effective date for the current policy is 31-01-2026.