01 / Collection
Data Collection
Octavedrive collects only the categories of information needed to process a rental booking, complete a vehicle handover, and maintain a usable customer record.
Categories of personal information
- Full name and contact details (telephone, email)
- Identification reference for handover verification (driver licence number)
- Booking preferences: dates, plan choice, stop notes
- Correspondence sent through the website form or by email
- Vehicle handover and return records, including odometer readings
Methods of collection
- Booking and enquiry forms submitted on the Octavedrive website
- Telephone calls placed to the office line
- Emails sent to public Octavedrive addresses
- In-person handover paperwork at the Rawang office
- Cookies and analytics signals collected via the website (see Cookie Information)
Legal basis
Processing is grounded in the contractual relationship that arises when a rental enquiry leads to a booking, the legitimate interest of operating a car rental office, and the consent given when an individual submits an enquiry or accepts cookies.
Retention periods
- Booking records: retained for up to 36 months from the completion date
- Email correspondence: retained for up to 24 months
- Website analytics signals: retained for up to 14 months
- Cookie consent records: retained for up to 12 months
02 / Usage
Data Usage
Personal information is used for the operational tasks that follow a rental enquiry and for keeping the Octavedrive office aligned with its renters.
- Confirming bookings, handovers, and returns for the three plans on offer (Half-Day Errand Compact, Full-Day Errand Sedan, Weeklong Errand Compact)
- Sending booking-related notices such as handover times, mid-week vehicle checks, or return reminders
- Maintaining service records that help the office respond to questions about past rentals
- Improving website readability through aggregated analytics
- Meeting record-keeping duties associated with vehicle rental activity in Malaysia
Sharing with third parties
Octavedrive does not sell personal information. Limited sharing occurs only with the parties named below, and only where needed for the rental service itself.
- Hosting and email infrastructure providers used to operate the website and office mailbox
- Analytics providers that supply aggregated traffic data
- Insurance partners associated with the rental fleet, when required by an insurance procedure
- Public authorities, when a lawful written request is made
Marketing
Octavedrive does not run automated marketing campaigns. Where occasional service notices are sent, individuals may opt out by replying to the email or contacting the office at the address below.
03 / Protection
Data Protection Measures
A set of administrative and technical measures supports the safe handling of personal information by the Octavedrive office.
Transport encryption
Website traffic is served over HTTPS, and form submissions travel through an encrypted connection.
Access controls
Booking records are accessible only to staff who handle handovers, returns, and office correspondence.
Storage practices
Records are stored on managed services with backup routines and segregated user accounts.
Periodic reviews
The office performs internal reviews of its data handling each year, with adjustments where useful.
Incident response
If an incident affects personal information, affected parties are notified through email, and relevant authorities are informed where required by law.
Retention and deletion
Records past their retention horizon are deleted or anonymized in line with the periods listed above.
04 / Cookies
Cookie Information
Octavedrive uses cookies on its website to remember preferences and to read aggregated traffic patterns. A separate Cookie Policy explains category-level detail.
- Strictly necessary cookies — keep the booking form and consent banner working.
- Preference cookies — remember small selections such as language reading order.
- Analytics cookies — supply aggregated counts of page visits and reading flow.
For category-by-category notes, see the Cookie Policy.
05 / Rights
User Rights
Under Malaysia's Personal Data Protection Act 2010 (PDPA) and equivalent frameworks where they apply, individuals can exercise the rights listed below in connection with personal information held by Octavedrive.
Right to access
Request a copy of the personal information held about you, along with a short explanation of how it is used.
Right to rectification
Ask the office to correct a record that contains an inaccurate detail, such as a misspelled name or a wrong phone number.
Right to erasure
Request removal of personal information that is no longer required for the original purpose, subject to retention duties tied to vehicle rental records.
Right to data portability
Ask for a copy of booking records in a common file format that can be shared with another party.
Right to object
Object to a particular type of processing, for example the use of analytics cookies, by withdrawing the relevant consent in the cookie banner.
Right to withdraw consent
Withdraw a previously given consent at any time. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.
Right to lodge a complaint
Submit a complaint to the Personal Data Protection Department of Malaysia (JPDP) under the Ministry of Digital, or to an equivalent authority in another applicable jurisdiction.
How to exercise these rights
Send a written request to [email protected] or to the office address listed at the bottom of this page. Include enough detail for the office to identify the relevant record. A reply is sent within 30 days of receipt.
06 / External Links
Third-Party Links
The Octavedrive website may include links to external resources, such as a mapping provider for office directions or a partner page. Those external destinations operate under their own privacy practices. Octavedrive does not control the content or data handling of third-party sites and does not assume responsibility for them. Reading the linked privacy notice on each external page is recommended before sharing personal information there.
07 / Minors
Children's Privacy
The Octavedrive service is intended for individuals aged 18 years and above who hold a valid driving licence accepted in Malaysia. The website is not directed to minors, and Octavedrive does not knowingly collect personal information from individuals under 18. Where the office becomes aware that such information has been collected by mistake, the record is deleted.
08 / Revisions
Policy Updates
This policy is reviewed each year and may be amended when operational changes, technology updates, or legal developments warrant an adjustment. Material updates are noted at the top of this page through a revised "Last updated" date. Reading the current version each time a new booking enquiry is sent is recommended. The policy version active at the time of a booking is the version that applies to that booking.
09 / Contact
Contact the Office
For questions about this policy, requests related to personal information, or for any privacy-related matter:
Data controller
Octavedrive
Office address
82 Jalan Welfare, 48000 Rawang, Selangor
Office line
+60 16-291 4875