1. About this policy

KOI Car Management Sdn. Bhd. (“KOI”, “we”, “us”, Reg. No. 202501022262 (1623675-P)) respects your privacy. This policy explains how we collect, use, disclose, and protect your personal data in line with the Malaysian Personal Data Protection Act 2010 (PDPA).

It applies to data we collect through our website, WhatsApp, phone, and the rental process.

2. Personal data we collect

Identity: full name, IC or passport number, and a photo of your IC/licence at handover.
Contact: phone/WhatsApp number, email, and delivery/pickup address.
Driving eligibility: driving licence details and age.
Booking & vehicle: dates, the vehicle rented, pickup/return locations, mileage, and condition notes.
Payment: amounts, deposit, and the bank account you provide for refunds. (Card/online payments are handled by third-party payment providers; we do not store full card numbers.)
Verification: information from identity, credit, or background checks you consent to.
Communications: messages you send us (e.g. on WhatsApp) and our replies.
Website usage: basic technical data such as device/browser type and pages visited.

3. How we use your data

To process bookings, deliver and collect vehicles, and manage your rental.
To verify your identity and eligibility to drive, and assess rental risk.
To handle deposits, payments, refunds, fines, and any damage or insurance claims.
To communicate with you about your booking and respond to enquiries.
To comply with legal, insurance, and law-enforcement obligations.
To improve our service and website.

4. Legal basis & consent

We process your data to perform the rental contract with you, to comply with legal obligations, and for our legitimate business interests. Where required, we rely on your consent — for example, identity, credit, or background checks, which you agree to as part of the rental agreement.

You may withdraw consent for non-essential processing at any time, though this may affect our ability to provide the rental.

5. Who we share data with

We do not sell your personal data. We share it only as needed to provide the service, including with:

Insurers and our panel workshops, where there is an accident, damage, or claim.
Our drivers/runners who deliver and collect vehicles.
Payment providers and banks to process payments and refunds.
Technology service providers that host our systems and run our booking/automation tools, acting as our data processors under confidentiality obligations.
Authorities (e.g. the police or regulators) where required by law, or to report accidents, fines, or unlawful use.

6. Data processing & transfers

Some of the technology providers we use to store and process data may operate servers outside Malaysia. Where data is transferred abroad, we take reasonable steps to ensure it is protected to a standard consistent with the PDPA.

7. Data retention

We keep your personal data only as long as necessary for the purposes above — typically for the duration of your rental relationship with us and for a further period to meet legal, tax, insurance, and accounting requirements — after which it is securely deleted or anonymised.

8. Security

We apply reasonable technical and organisational measures to protect your data against loss, misuse, and unauthorised access. No method of transmission or storage is completely secure, but we work to safeguard your information at all times.

9. Your rights

Under the PDPA, you have the right to:

Access the personal data we hold about you.
Request correction of inaccurate or incomplete data.
Withdraw consent or limit how we process your data (subject to legal/contractual limits).
Ask how your data has been or may be disclosed.

10. Cookies

Our website uses minimal cookies and similar technologies needed for it to function and to understand basic usage. You can control cookies through your browser settings.

11. Changes to this policy

We may update this policy from time to time. The latest version will always be available on this page, with the “last updated” date shown above.

12. Contact us

To exercise your rights or ask a question about your data, contact KOI Car Management Sdn. Bhd.:

Email: koicarrental@gmail.com
WhatsApp / Phone: +60 16-719 8931
Address: No 42-1, SS2/4A, Taman Sea, Selangor

Privacy Policy