Privacy Policy — TNS Log Services, Freight Forwarder Malaysia

Secure and protected Logistics

TNS LOG Services SDN BHD (“TNS”, “we”, “our”) is a Malaysian freight forwarding and logistics company in Malaysia. We are committed to protecting personal and shipment information according to the Personal Data Protection Act 2010 (PDPA).

This Privacy Policy explains how we collect, use, store, and protect personal data when you use our logistics Malaysia, sea freight, and freight forwarding services.

Who This Policy Applies To

This Privacy Policy applies to all individuals and businesses who interact with TNS Log Services, including:

Customers and clients using our freight forwarding and logistics services in Malaysia
Shippers, consignees, and cargo owners
Business partners, overseas agents, and vendors
Job applicants and prospective employees
Any individual whose personal data we process in connection with our logistics operations

Information We Collect from Clients for better Freight Forwarding Services

As a freight forwarder in Malaysia handling both local and international shipments, we collect several categories of personal data necessary to deliver our services accurately and legally.

Customer & Business Information

We collect your full name, designation, and company name, along with mailing, delivery, and billing addresses. We also require your contact number, email address, company registration number, tax identification number (TIN), bank account details, payment information, and digital signatures where applicable.

Shipment & Cargo Data

For every shipment we handle, we collect shipper and consignee details including names, addresses, and contact information. We also process Bill of Lading (B/L) numbers, booking references, cargo descriptions, weight, dimensions, declared value, Harmonized System (HS) codes, port of loading, port of discharge, origin and destination country, dangerous goods declarations, and any special handling instructions.

Customs & Compliance Data

As a licensed customs agent and freight forwarder in Malaysia, we process import and export permits, licences, and customs declarations including K1, K2, K8, and K9 entry forms. We also handle Certificates of Origin, commercial invoices, packing lists, and copies of identity documents as required by the Royal Malaysian Customs Department (RMCD).

Website & Technical Data

When you visit our website, we may automatically collect basic technical information such as your IP address, browser type, pages you visit, and time spent on the site. This information helps us improve our website performance and user experience.https://tnslog.com/

We may also collect information that you voluntarily provide through contact or enquiry forms.

How We Use Your Data to Provide Best Freight Forwarding Shipping

As a logistics company in Malaysia, every piece of data we collect serves a specific and lawful purpose. We do not process your data beyond what is necessary. Here is how your data is used:

Service Delivery To arrange, coordinate, and execute freight forwarding, sea freight, air freight, customs clearance, warehousing, and inland transportation on your behalf.

Contract Fulfillment To process bookings, generate shipment instructions, issue invoices, manage payments, and maintain complete billing records for every transaction.

Customs & Regulatory Compliance To prepare and submit all mandatory customs declarations, permits, and documentation required by the Royal Malaysian Customs Department (RMCD), Ministry of International Trade and Industry (MITI), and other relevant government authorities.

Communication & Updates To respond to your enquiries promptly, provide real-time shipment status updates, and send notifications relevant to your cargo or account.

Legal Obligations To comply with all applicable Malaysian laws, regulations, court orders, and directives from government agencies.

Business Improvement To monitor service quality, analyse operational performance, resolve disputes, and continuously improve our logistics processes.

Marketing Communications To send you relevant updates, newsletters, or promotional offers — only with your explicit consent. You may withdraw your consent and opt out at any time without affecting other aspects of our service.

Sharing Your Data with Trusted Partners for Safe Logistics Malaysia Operations

TNS Log Services does not sell, rent, or trade your personal data to any third party. We share data only when it is necessary to deliver our services, and only with trusted partners who are contractually bound to maintain strict data security and confidentiality.

Shipping & Logistics Partners We share relevant shipment data with shipping lines and ocean or air carriers for Bill of Lading issuance, port operators, terminal handling agents, stevedoring companies, customs brokers, licensed customs agents, warehousing and distribution partners, and inland transportation and last-mile delivery providers.

Government & Regulatory Authorities As a freight forwarder in Malaysia operating under Malaysian law, we are required to share certain data with the Royal Malaysian Customs Department (RMCD), Ministry of International Trade and Industry (MITI), and any other government agency that has lawful authority to request it.

Professional Advisors & Technology Providers We may share data with our legal counsel, auditors, and insurance providers as needed. We also work with IT service providers, cloud infrastructure partners, and freight management software providers who support our day-to-day operations. All such providers are bound by data processing agreements and are prohibited from using your data for any purpose beyond what we specify.

Cross-Border Data Transfers — International Freight Forwarder Malaysia

The nature of international freight forwarding means your personal data may need to be transferred outside of Malaysia. This includes sharing shipper and consignee information with our overseas agents, partner freight forwarders, and carriers, submitting cargo manifests and customs pre-arrival notifications to destination country authorities, and storing data on cloud servers that may be located within or outside Malaysia.

We comply fully with the PDPA 2010 (as amended) and the Personal Data Protection (Transfer of Personal Data to Places Outside Malaysia) Regulations. Where required, we implement Standard Contractual Clauses (SCCs) and conduct Transfer Impact Assessments (TIAs) to ensure your data receives adequate protection regardless of where it is processed.

How Long We Retain Your Data for Logistics services

We retain your personal data only for as long as required to fulfil the purposes for which it was collected, or as mandated by Malaysian law. Below is our data retention schedule:

Data Type	Retention	Legal Basis
Shipping & Customs Docs	7 Years	Customs Act 1967
Financial Records	7 Years	Income Tax Act 1967
Customer Contracts	7 Years post-expiry	Contract Act 1950
Website Form Data	2 Years	Legitimate interest
Marketing Preferences	Until opt-out	Consent

Once the retention period expires, your data is securely deleted or anonymised in accordance with our internal data disposal procedures.

Cookies Policy — TNS LOG

Our website uses cookies to provide a better browsing experience and to help us understand how visitors interact with our content. Cookies are small text files stored on your device and do not contain your personal shipment or business data.

Essential Cookies These are required for the website to function correctly, including session management and contact form submissions. They cannot be disabled without affecting website functionality.

Analytics Cookies We use Google Analytics to understand how visitors navigate our website. All data collected through analytics cookies is anonymised and used only to improve our website content and user experience.

Preference Cookies These cookies remember your settings and preferences to make your return visits more convenient.

You can manage, restrict, or disable cookies at any time through your browser settings. Please note that disabling essential cookies may limit certain website features.

How We Protect Your Personal Data

As a logistics company in Malaysia handling sensitive commercial and customs data, we take data security seriously. TNS Log Services implements the following technical and organisational security measures:

SSL/TLS Encryption — All data transmitted through our website is encrypted
Access Controls — Password-protected internal systems with role-based permissions ensure only authorised staff can access specific data
Physical Security — Our Klang office maintains controlled access for physical document storage
Regular Audits — We conduct periodic security assessments and system audits
Staff Training — All team members are trained on their PDPA obligations and data handling procedures
Non-Disclosure Agreements — All staff and third-party processors are bound by NDAs

While we implement robust security measures, no internet-based transmission is entirely risk-free. We will always notify you and the relevant authorities in the event of any data breach, as required by law.

Data Breach Notification

In the event of a personal data breach, TNS Log Services will act swiftly and responsibly. We will notify the Personal Data Protection Department (JPDP) within 72 hours of becoming aware of the breach. We will also inform affected individuals without undue delay whenever the breach poses a high risk to their rights and freedoms. All breaches — whether notified or not — are documented in our internal breach register.

These obligations are in accordance with the Personal Data Protection (Amendment) Act 2024.

Security Measures to Protect Your Shipment & Personal Data

As a data subject interacting with our logistics company in Malaysia, you are entitled to the following rights under the Personal Data Protection Act 2010:

Right of Access — You may request a copy of the personal data we hold about you at any time
Right of Correction — You may request that we correct any inaccurate or incomplete information
Right to Withdraw Consent — You may withdraw your consent for marketing communications at any time, without affecting any other processing we conduct
Right to Limit Processing — You may request that we restrict how we use your data in certain circumstances
Right to Complain — You have the right to lodge a formal complaint with the Personal Data Protection Department (JPDP) of Malaysia if you believe your data rights have been violated

To exercise any of the above rights, please contact our trusted team members . We are committed to responding to all requests within 21 working days.

What is PDPA and Your Rights Under PDPA 2010

Under PDPA, you can:

Access or correct your data
Withdraw consent for marketing communications
Request restriction of processing
Lodge complaints with the Personal Data Protection Department (JPDP)

Contact our MD: network2@tnslog.com.my

Third-Party Links

Our website may contain links to external portals such as shipping line booking systems, Royal Malaysian Customs Department portals, or other government websites. This Privacy Policy applies solely to tnslog.com and our internal operations. We strongly encourage you to review the privacy policies of any third-party websites you visit, as we have no control over or responsibility for their data practices.

Children's Privacy

Our freight forwarding and logistics services are intended exclusively for businesses and adults aged 18 and above. We do not knowingly collect personal data from individuals under the age of 18. If you believe we have inadvertently collected data from a minor, please contact our DPO immediately so we can take prompt corrective action.

Updates to This Privacy Policy

TNS Log Services reserves the right to update this Privacy Policy from time to time to reflect changes in our business practices, legal requirements, or industry standards. When significant changes are made, we will post the updated policy on tnslog.com, update the Last Updated date at the top of this document, and notify customers via email if the changes materially affect how we process their personal data.

Your continued use of our services following any updates constitutes your acceptance of the revised Privacy Policy.

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For any questions, concerns, or requests related to this Privacy Policy or your personal data, please contact us:

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