Privacy Policy

Introduction

Cairn ("we," "us," or "our") is a document organisation and retirement information service based at 58 Chao Fa Road, Muang, Phuket 83000, Thailand. We take the privacy of the people who contact us and visit our website seriously.

This policy explains what personal information we collect, why we collect it, how we use it, and what rights you have over it. It applies to information collected through our website at cairnids.biz and through direct contact by telephone, email, or in person.

We operate in accordance with Thailand's Personal Data Protection Act B.E. 2562 (PDPA). If you have questions about this policy, please contact us at [email protected].

What data we collect and why

We collect only what is necessary to manage your appointment and communicate with you about our services.

Contact and enquiry information

When you submit an enquiry via our website form or contact us directly, we collect your name, email address, and telephone number (if provided). We use this to respond to your enquiry and, if you book a session, to confirm and manage your appointment.

Legal basis: Consent (submitting the form) and legitimate interest (responding to a direct enquiry).

Session records

A brief administrative record of booked sessions (name, date, service type) is kept for scheduling and invoicing. No content from your documents is recorded or retained by Cairn.

Legal basis: Performance of a contract.

Website usage data

We may use cookies and basic analytics to understand how our website is used. This information is not linked to identifiable individuals. See our Cookie Policy for details.

Retention: Contact records are kept for 12 months from your last contact. Session records for invoicing are kept for 5 years in line with Thai accounting requirements. Website analytics data is not retained beyond aggregated monthly summaries.

How we use your information

• To reply to your enquiry and confirm appointment details.
• To issue invoices and maintain basic financial records as required by Thai law.
• To improve our website and understand which pages are most useful — using aggregated, non-personal data only.
• We do not sell, rent, or trade your personal information with third parties for marketing purposes.
• We do not send marketing communications unless you have expressly requested them.

Data sharing

We do not share your personal data with third parties except in the following limited circumstances:

• Service providers: We may use a third-party email service to send confirmation messages. These providers process data only on our instructions and under confidentiality obligations.
• Legal obligations: We will disclose information if required to do so by Thai law or a competent authority.

How we protect your data

• Website enquiry data is transmitted over HTTPS (encrypted).
• Appointment records are stored on password-protected systems with access limited to Cairn staff who need it.
• Physical documents brought to sessions remain in your possession and are not copied or scanned without your explicit consent.
• In the event of a data breach that affects your rights and freedoms, we will notify you and the relevant supervisory authority in accordance with PDPA requirements.

Cookies

Our website uses cookies to support basic functionality and, with your consent, to understand how it is used. Essential cookies operate without consent; optional analytics and preference cookies are only set if you accept. Full details are in our Cookie Policy.

Your rights

Under the PDPA you have the following rights in relation to your personal data:

• Right of access: You may ask us to confirm whether we hold data about you and request a copy of it.
• Right to rectification: If data we hold is inaccurate or incomplete, you may ask us to correct it.
• Right to erasure: You may ask us to delete your personal data where there is no overriding legal obligation for us to keep it.
• Right to data portability: Where data is processed by automated means and on the basis of consent or contract, you may request a copy in a portable format.
• Right to object: You may object to processing based on legitimate interests.
• Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.
• Right to complain: You may lodge a complaint with Thailand's Personal Data Protection Committee or, if applicable, a supervisory authority in your home country.

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

Third-party links

Our website and printed materials may direct you to external official bodies — government agencies, embassy websites, pension enquiry portals. We are not responsible for the privacy practices of those organisations and encourage you to read their policies before submitting any personal information to them.

Children's privacy

Our services are intended for adults aged 18 and over. We do not knowingly collect personal data from anyone under 18. If you believe we have inadvertently collected such data, please contact us at [email protected] and we will delete it promptly.

Changes to this policy

We review this policy periodically and may update it. The "Last updated" date at the top of this page will reflect any changes. Continued use of our website after an update constitutes acceptance of the revised policy. For significant changes, we will post a notice on our website.