Terms & Conditions

1. Definitions

• "Sentosa", "we", "us", "our" — Sentosa, a business registered in Malaysia, operating from Level 8, Wisma UOA II, Jalan Pinang, 50450 Kuala Lumpur.
• "Service" — the advisory, configuration, and stewardship services offered by Sentosa, including Policy & Process Review, Drafting Assistant Setup, and Quarterly HR Stewardship, as described on our website.
• "Client", "you", "your" — any organisation or individual who engages with our website or enters into a service agreement with Sentosa.
• "Agreement" — these Terms & Conditions, together with any service-specific engagement letter or contract.
• "Website" — the Sentosa website at https://sentosaz.live.

2. Acceptance of Terms

By using our website or engaging our services, you confirm that you have read, understood, and agree to be bound by this Agreement. You must be at least 18 years of age and have the authority to enter into a binding agreement on behalf of your organisation.

If you are accessing this website on behalf of an employer or client organisation, you represent that you have authority to bind that organisation to these terms.

3. Service Description

Sentosa provides advisory and consulting services to organisations in Malaysia and the surrounding region relating to the thoughtful introduction of AI tools into human resources processes. Our services include:

• Policy & Process Review: A four-week engagement resulting in a written brief. No tools are deployed at this stage.
• Drafting Assistant Setup: Configuration and supervised rollout of a writing-support tool for HR teams, including training and a written usage policy.
• Quarterly HR Stewardship: An ongoing advisory programme with quarterly audits, written reports, and an annual ESG-ready summary.

Services are delivered primarily in English and Bahasa Melayu, in person and remotely, to clients based in Malaysia. Sentosa reserves the right to decline engagements at its discretion.

4. Client Responsibilities

You agree to:

• Provide accurate and complete information relevant to the engagement.
• Obtain all necessary consents before sharing any employee personal data with Sentosa.
• Ensure that personnel participating in working sessions are authorised to share the information they provide.
• Review and take responsibility for any AI-generated outputs used in your organisation — outputs are advisory and require human review before use.
• Not use Sentosa's written outputs or documentation for purposes other than those agreed in the engagement letter.

5. Intellectual Property

All written deliverables produced by Sentosa in the course of an engagement — policy briefs, data flow notes, usage policy templates, and reports — are provided to you for your organisation's use and become your property upon full payment of the engagement fee.

Sentosa retains ownership of its methodologies, frameworks, and any pre-existing materials incorporated into deliverables. You are granted a non-exclusive, non-transferable licence to use such materials for your internal purposes only.

The Sentosa name, logo, and website content remain the property of Sentosa and may not be reproduced without written permission.

6. Payment Terms

All fees are denominated in Malaysian Ringgit (RM). Payment is due as follows:

• Policy & Process Review (RM 1,240): 50% on engagement commencement, 50% on delivery of the written brief.
• Drafting Assistant Setup (RM 990): 50% on engagement commencement, 50% on delivery of the written usage policy.
• Quarterly HR Stewardship (RM 4,720/year): Billed annually in advance at engagement commencement.

Payment is accepted by bank transfer. Invoices are issued in RM and are payable within 14 days of issue.

Refunds: If Sentosa is unable to deliver a service due to circumstances within our control, we will refund fees paid for work not completed. Refunds are not available for completed deliverables or after a supervised period has concluded.

7. Confidentiality

Sentosa treats all client information — including HR documents, process descriptions, and employee data shared under a data flow agreement — as confidential. We do not disclose client information to third parties except as required by law or with your written consent.

Clients agree to treat Sentosa's proprietary methodologies and any unreleased work-in-progress as confidential and not to share these with third parties without our consent.

8. Disclaimers

Sentosa's services are advisory in nature. We provide recommendations and documentation, but final decisions — including decisions about HR processes, technology deployments, and personnel matters — remain with your organisation.

We do not warrant that our recommendations will achieve specific outcomes. AI tool behaviour changes over time; our recommendations reflect the state of available tools and our understanding at the time of the engagement.

Nothing in our deliverables constitutes legal advice. Where legal questions arise, we recommend consulting a qualified Malaysian employment lawyer.

9. Limitation of Liability

To the maximum extent permitted by Malaysian law, Sentosa's total liability to you arising out of or in connection with any engagement shall not exceed the fees paid by you for that engagement.

Sentosa is not liable for indirect, consequential, or incidental losses, including loss of revenue, loss of data, or reputational damage, arising from our services or from the use of AI tools we have assisted in setting up.

Force majeure: Neither party is liable for failure to perform obligations resulting from circumstances beyond reasonable control, including natural disasters, governmental action, or network failures.

10. Indemnification

You agree to indemnify and hold harmless Sentosa from any claims, damages, or costs arising from your misuse of our deliverables, your failure to obtain required consents before sharing employee data, or your breach of these Terms.

11. Termination

Either party may terminate an engagement with 14 days' written notice. Fees for work completed prior to the notice period remain payable. Sentosa may terminate immediately if a client materially breaches these Terms, including by sharing employee data without the required consents.

On termination, Sentosa will return or securely delete any employee personal data held, unless retention is required by law. Confidentiality obligations, intellectual property provisions, and limitation of liability survive termination.

12. Dispute Resolution

These Terms are governed by the laws of Malaysia. Both parties agree to attempt to resolve any dispute informally within 30 days of written notice. If informal resolution is not achieved, the dispute shall be referred to mediation administered by the Malaysian Mediation Centre before any legal proceedings are commenced.

The courts of Malaysia shall have exclusive jurisdiction over any disputes not resolved by mediation.

13. General Provisions

• Entire agreement: These Terms, together with any engagement letter, constitute the full agreement between the parties.
• Severability: If any provision is found unenforceable, the remainder continues in full effect.
• Waiver: Failure to enforce any right does not constitute a waiver of that right.
• Assignment: Sentosa may assign its rights to a successor entity. Clients may not assign their rights without Sentosa's written consent.
• Notices: Formal notices must be sent in writing to the addresses stated in the engagement letter, or to [email protected].

14. Changes to Terms

We may update these Terms from time to time. Material changes will be communicated to active clients by email at least 14 days before they take effect. The current version of these Terms is always available on our website. Continued use of our services after changes take effect constitutes acceptance.

15. Contact

For legal and contractual enquiries: [email protected]

Sentosa, Level 8, Wisma UOA II, Jalan Pinang, 50450 Kuala Lumpur, Malaysia.

Phone: +60 12 836 4072