Privacy Policy

1. Introduction

Quietharbor ("we", "us", "our") is committed to handling personal information responsibly. This policy explains what data we collect, why we collect it, how we use it, and the rights you have in relation to it.

Quietharbor operates from 45/3 Charoen Prathet Road, Chang Khlan, Mueang Chiang Mai, Chiang Mai 50100, Thailand. Our services include information sessions, document sorting, and ongoing organisation support for individuals planning their later years. This policy applies to data collected through our website and in connection with those services.

If you have questions about how we handle your data, please contact us at [email protected].

2. Data We Collect

We collect only the information necessary to provide our services and respond to enquiries. This includes:

• Contact information: Name, email address, and telephone number provided when you submit our website enquiry form or contact us directly.
• Appointment information: Details about the type of service requested, preferred dates, and any relevant context you choose to share.
• Document index records: For clients using our Paperwork Sorting Service or Ongoing Organisation Plan, we may retain a summary index of document categories (not the documents themselves) where you have explicitly requested this as part of the service.
• Website usage data: Technical data such as browser type, pages visited, and session duration, collected via analytics cookies where you have consented.

We collect this data when you submit a contact form, telephone or email us, or attend an appointment.

Legal basis: Processing is based on your consent (website enquiries), performance of a contract (booked services), and our legitimate interest in operating an organised service business.

Retention: Contact enquiry data is retained for 12 months from the date of last contact. Appointment and service records are retained for 3 years. You may request earlier deletion at any time.

3. How We Use Your Data

• To respond to your enquiry and arrange appointments
• To deliver the service you have booked and follow up afterwards
• To send appointment reminders or renewal date notifications where you have requested this
• To maintain service records for continuity across multiple visits
• To improve our website based on aggregated, anonymised usage patterns

We do not use your data for marketing to third parties, sell it to any external organisation, or share it with commercial partners. If you no longer wish to receive follow-up communications from us, you may opt out at any time by emailing [email protected].

4. Data Sharing

We do not sell or rent personal data. We may share data in limited circumstances:

• Service providers: We use a small number of software tools (email platform, scheduling software) whose providers may process data as part of service delivery. These providers are contractually obligated to handle data securely.
• Legal requirements: We may disclose data where required by Thai law or by order of a competent authority.

5. Data Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, accidental loss, or destruction. These include:

• Secure storage of digital records with access limited to Quietharbor staff
• Password-protected systems and encrypted email where appropriate
• Physical documents handled only in the presence of the client
• Regular review of data held to remove records no longer required

In the event of a data breach that may affect your rights, we will notify you and the relevant Thai authority (the Personal Data Protection Committee, or PDPC) within the timeframes required under the Personal Data Protection Act B.E. 2562 (PDPA).

6. Cookies

Our website uses cookies to support basic functionality and, where you consent, to gather anonymised usage statistics. For full details of the cookies we use and how to manage your preferences, please see our Cookie Policy.

7. Your Rights

Under the Personal Data Protection Act B.E. 2562 (Thailand's PDPA), you have the following rights in relation to personal data we hold about you:

• Right to access: Request a copy of the personal data we hold about you.
• Right to rectification: Ask us to correct inaccurate or incomplete data.
• Right to erasure: Request deletion of your data where there is no continuing lawful basis for retention.
• Right to restriction: Ask us to limit processing of your data in certain circumstances.
• Right to data portability: Request your data in a structured, commonly used format.
• Right to object: Object to processing based on legitimate interests.
• Right to withdraw consent: Where processing is based on consent, withdraw it at any time without affecting prior lawful processing.

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days. If you consider that we have not handled your data appropriately, you may lodge a complaint with Thailand's Personal Data Protection Committee (PDPC).

8. Third-Party Links

Our website may contain links to external resources or community organisations. We are not responsible for the privacy practices of those sites. We encourage you to review their policies before sharing personal information with them.

9. Children

Our services are intended for adults aged 18 and over. We do not knowingly collect personal data from children. If you believe we have inadvertently received data relating to a minor, please contact us and we will delete it promptly.

10. Changes to This Policy

We may update this policy from time to time. When we do, we will revise the Last Updated date at the top of this page. For significant changes, we will notify clients by email where we hold a current address. Continued use of our services following any change constitutes acceptance of the revised policy.