Privacy Policy

1. Introduction

Istana Living Pte. Ltd. ("Istana Living", "we", "us", or "our"), registered in Singapore, is committed to protecting the personal data of clients, website visitors, and enquirers in accordance with the Personal Data Protection Act 2012 (PDPA) of Singapore. This policy explains what data we collect, how we use it, and the choices available to you.

Questions relating to data privacy may be directed to: [email protected]

2. Data We Collect

We collect personal data when you contact us, submit an enquiry form, or engage our services. The data we may collect includes:

• Full name and title
• Email address and telephone number
• Postal address or preferred district(s)
• Details about your property search or current tenancy
• Financial information where relevant to service delivery (not stored after use)
• Communication records (emails, call notes)
• Website usage data collected via cookies (see our Cookie Policy)

3. How We Use Your Data

Personal data is used solely for the following purposes:

• Responding to your enquiry and providing the service(s) you have requested
• Preparing property portfolios, lease documentation, and administration arrangements
• Communicating updates relevant to your engagement
• Maintaining records required by CEA registration and Singapore law
• Improving our services through aggregated, anonymised analysis of usage patterns
• Sending service-related communications (not marketing without your consent)

The legal basis for processing is primarily contractual necessity (for service delivery) and legitimate interests (for client communication and record-keeping). Where consent is the basis, you may withdraw it at any time.

4. Data Retention

We retain personal data for as long as reasonably necessary to fulfil the purposes described above, or as required by applicable law. Typical retention periods are:

• Enquiry records: 12 months from last contact
• Active client records: duration of engagement plus 5 years
• Lease documentation archives: 7 years (statutory period)
• Website analytics data: 26 months (anonymised after 14 months)

5. Data Sharing

We do not sell personal data. We may share data with the following categories of third parties, only as necessary for service delivery:

• Landlords and their appointed agents (where you are a prospective tenant)
• Legal professionals assisting with lease review
• Vetted contractors coordinating property maintenance (administration clients only)
• IT and cloud storage providers operating under data processing agreements
• Regulatory bodies as required by law (e.g. CEA, IRAS)

Any third party receiving personal data is obligated to treat it with equivalent standards of protection.

6. Data Security

We implement appropriate technical and organisational measures to protect personal data, including encrypted document storage, access controls limited to staff with a direct need, and regular review of data handling practices. In the event of a data breach that poses a risk of significant harm, we will notify affected individuals and the Personal Data Protection Commission (PDPC) within the timeframes required by law.

7. Cookies

Our website uses cookies to understand how visitors engage with our content and to remember preferences. For a full explanation of the cookies we use and how to manage them, please refer to our Cookie Policy.

8. Your Rights

Under Singapore's PDPA, you have the right to:

• Request access to personal data we hold about you
• Request correction of inaccurate or incomplete data
• Withdraw consent for data use (where consent is the basis)
• Request that we cease using your data for marketing purposes
• Lodge a complaint with the Personal Data Protection Commission (PDPC) at www.pdpc.gov.sg

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

9. Third-Party Links

Our website may contain links to external sites. We are not responsible for the privacy practices of those sites and encourage you to review their policies independently.

10. Children's Privacy

Our services are intended for individuals aged 18 and above. We do not knowingly collect personal data from minors. If you believe a child has submitted data to us, please contact us immediately so we may delete it.

11. Policy Updates

We may update this policy from time to time to reflect changes in our practices or applicable law. The "Last updated" date at the top of this page will reflect the most recent revision. Continued use of our services following an update constitutes acceptance of the revised terms.

12. Contact for Data Enquiries

Data Controller: Istana Living Pte. Ltd.
Address: 12 Leedon Park, Singapore 267847
Email: [email protected]