Privacy Policy

1. Who we are

Trio Management System is the property management and maintenance workspace operated by the TRIO Management Office in Klang, Malaysia. This policy covers our public website at triosetia.com, the management portal, connected Google features and information supplied for property operations. Contact the management office at trio.mgmtoffice@gmail.com about this policy or your personal information.

2. Information we handle and why

We receive information from you, authorised staff, owners or their representatives, service providers, uploaded records and the connected office Google account. Depending on the service involved, this may include:

• Names, identification or registration details, unit ownership, contact details, mailing addresses and authorised representatives.
• Staff accounts, assigned roles, profile photos and records of account and workflow activity.
• Work requests, defects, purchase requests, maintenance and service reports, locations, parking applications, utility readings and bills, together with relevant photos, documents and correspondence.
• Voter registration, proxy documents, attendance and voting records for the management of an authorised meeting.
• Technical records such as request times, IP addresses, browser information, session identifiers and security logs.

We use relevant information to administer the property, coordinate maintenance and purchasing, communicate with the people involved, manage utilities and parking, conduct authorised meetings, prepare reports and protect the system. Required fields support the particular service or verification; without them we may be unable to complete that request. Optional information, including a profile photo, may be omitted. Provide other people's details only when you are authorised to do so.

3. Google account data

What the integration accesses

• Account identity: the authorised account's email and verification information, to check that the intended office account is connected.
• Google Drive: accessible file and folder names, identifiers, types, structure, modification/version details and downloadable file contents. Supported Google documents may be exported to office-file formats for local use.
• Gmail: messages and threads, sender and recipient details, subject lines, message bodies, dates, labels and attachments, including mail available through the connected mailbox's folders and labels.
• Authorisation: access and refresh tokens needed to run authorised synchronization in the background.

How it is used

Trio copies office files and correspondence to its private storage so authorised staff can find records, read mail, review attachments and carry out property-management work. Permitted users can draft and send email, including notifications to recipients configured by an administrator, and manage Gmail labels or message states. When two-way Drive synchronization is enabled, permitted file uploads, renaming, moves and trash actions are sent to Google. Import-only Drive mode does not send those file changes.

Google data is used for these visible management features. We do not sell it, use it for advertising, transfer it to data brokers, or use it to train general-purpose artificial intelligence or machine-learning models. Staff may read office messages and files only within the access authorised by the office account holder and their assigned duties. Other access is limited to necessary security investigation, applicable legal requirements, or a specific request and authorisation from the account holder.

Trio Management System's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements.

4. Access and sharing

Access within Trio depends on the user's assigned module, field, record and action permissions. Information may be shared with authorised management staff, committee representatives, contractors or service providers where needed for their property-management task, and with recipients of messages, reports or documents deliberately sent or shared by an authorised user. Hosting, maintenance and backup providers may process information to operate and support the system under the management office's instructions. Google processes data for the connected Google services. We may also disclose information when required by applicable law or to protect against fraud, misuse or security incidents.

Use of Google and hosting services can involve processing outside Malaysia. Applicable access, confidentiality and data-protection requirements continue to apply. The public policy pages do not expose private management records, emails or Drive copies.

5. Storage, security and retention

Trio stores application records in its database and supporting copies in private server storage. Google authorisation tokens are encrypted in the application. HTTPS, account access controls and audit records help protect production access. No system can guarantee absolute security; report suspected unauthorised access promptly.

Records are retained while needed for property operations, audit, dispute resolution or applicable legal obligations. There is no single retention period for every record type. Removing or soft-deleting a record may preserve its history; backup copies can remain until the relevant backup cycle ends. The management office reviews deletion requests and arranges removal or anonymisation when retention is no longer required.

Disconnecting or revoking Google access does not automatically erase imported files, messages, attachments, revisions or backups. Copies can also remain after a source item is trashed or becomes inaccessible in Google. Contact the office to request deletion of retained copies; it will explain any continuing retention requirement.

6. Your choices and requests

You may contact the management office to request access to or correction of your personal information, ask about retention, request deletion or restriction where applicable, or withdraw consent for processing that relies on consent. Verification of your identity and authority may be required. A request can be limited by applicable legal obligations or the rights of others; the office will explain its response. Withdrawing information needed for a service may prevent that service from being provided.

A superadmin can pause synchronization or disconnect Google from the Google connection page. The Google account holder can revoke access through Google Account connections. This stops future authorised access but does not remove existing Trio copies. Requests about this office integration should be made by the account holder or an authorised representative.

7. Cookies and external services

Trio uses essential session and request-security cookies for sign-in, form protection and session continuity. Your browser may allow you to block or remove them, but doing so can prevent sign-in or form submissions. These public information pages do not add advertising or analytics trackers. External links, including Google and the property developer's website, are governed by those providers' own policies.

8. Questions and policy updates

Contact TRIO Management Office, Klang, Malaysia at trio.mgmtoffice@gmail.com for privacy questions or complaints. Please describe the request without sending passwords, verification codes or unnecessary identification documents by email. If a concern remains unresolved, you may contact Malaysia's Personal Data Protection Department.

We will update this page when our practices change and show the revised date above. A new use of Google data requires updated disclosure and any additional consent required before that new use begins.