Personal Data Protection Act 2010 Notice (“Notice”)
(Effective date: [1st July 2025])
(Last reviewed: [30th June 2025])
Introduction
1. POIS Sdn Bhd (“Pois”) cares about your personal data protection. This Notice is issued pursuant to the statutory requirements under the Personal Data Protection Act 2010 (“the Act”) and clarifies how we process your data from the point we collect, use, share, dispose of and the security measure that we have established to ensure your personal data is well protected.
Collection, Recording and Storage Personal Information
2. The Act is passed by the Malaysian government to regulate the processing of personal data in a commercial transaction. To comply with the Act, Pois is required to manage the personal data that Pois collects from you.
3. In the event of any conflict between the English and other language versions, the English version shall prevail. Pois shall have the right to modify, update or amend the terms of this Notice at any time. By continuing to communicate with Pois or by continuing to use Pois’ services following the modifications, updates or amendments to this Notice, this shall signify your acceptance of such modifications, updates or amendments.
Collection of Personal Data
4. “Personal Data” means information about you which you have provided to Pois, such as your name, address, telephone number, NRIC, email address, your personal preferences, particulars of your spouse or family members and bank account information and any information which may identify you, your spouse or family members that has been or may be collected, stored, used and processed by Pois from time to time.
5. In addition to the Personal Data you provide to Pois directly (i.e. during your communications with Pois and/or when you engage Pois to provide services), Pois may also collect your Personal Data from a variety of sources, including without limitation at any events, conferences, seminars or talks organized or sponsored by Pois. Personal Data which Pois collects and processes may include sensitive Personal Data which includes information as to the physical or mental health or condition of a data subject, political opinions, and religious beliefs or other beliefs of a similar nature, the commission or alleged commission by him of any offence, biometric data or any other sensitive Personal Data as prescribed by the law from time to time.
6. The provision of your Personal Data is voluntary. However, if you do not provide your Personal Data, Pois may not be able to (i) communicate with you; or (ii) provide you the services you require.
Purposes of Processing
7. Pois may use and process your Personal Data for the purposes relating to the services you have requested and for the business activities of Pois which shall include, without limitation:
- To communicate with you;
- To respond to questions and comments from you;
- For internal administrative purposes;
- For Pois to comply with its obligations under the law, regulations, guidelines and/or the order of any court, government, law enforcement and/or relevant regulatory authorities/bodies including compliance with laws relating to evidence;
and you agree and consent to Pois using and processing your Personal Data in the manner as identified in this Notice.
Other purposes
8. Pois may also use and process your data for other purposes such as:-
- To send you materials such as newsletters, articles, write-ups as well as other updates; and
- To distribute information or details of events, seminars, conferences and talks which may be of interest to you;
by way of email or mail. If you do not consent to Pois processing your Personal Data for the purposes listed in Clause 3 of this Notice, please notify Pois using the contact details stated in Clause 12.1 below.
Acknowledgement
9. By providing your data to Pois, you acknowledge that all information, data and/or any other details related to you as a user and client are the exclusive property of Pois.
Transfer of Personal Data
10. As Pois’ information technology storage facilities and servers may be located in other jurisdictions, your Personal Data may be transferred to, stored, used and processed in a jurisdiction other than Malaysia. You understand and consent to the transfer of your Personal Data out of Malaysia as described herein.
Disclosure to Third Parties
11. Pois may engage other companies, service providers or individuals to perform functions on Pois’ behalf, and consequently may provide access or disclose your Personal Data to the third parties such as those listed below (not exhaustive):
- Information technology (IT) service providers;
- Data entry service providers;
- Storage facility providers;
- Banks and financial institutions;
- Insurance providers;
- Any professional advisors and external auditors; and
- Regulatory and governmental authorities in order to comply with statutory and government requirements, including to the Accountant General’s Department of Malaysia,
for the purposes as described in Clause 5 above.
Protection of Personal Data
12. The security of your Personal Data is ensured by Pois as we shall take all physical, technical and organizational measures needed to ensure the security and confidentiality of your Personal Data. This includes measures to prevent data from getting lost or used or accessed in an unauthorised way. If we disclose any of your Personal Data to any entities, Pois will require them to appropriately safeguard the Personal Data provided to them.
13. Nevertheless, please understand that the transmission of information via the internet is not completely secure. Although we will do our best to protect your information, we cannot guarantee the security of your information transmitted through any online means, therefore, any transmission remains at your own risk.
Personal Data of Minors and Other Individuals
14. In some circumstances, you may have provided Personal Data relating to other individuals (such as your spouse, family members or other third party including minors). You represent and warrant that you are authorised to provide their Personal Data to Pois and you have obtained their consent to the processing (including disclosure and transfer) of their Personal Data in accordance with this Notice.
Personal Data Retention Period
15. Pois will retain your Personal Data for the period necessary to fulfill the purposes outlined in this Notice unless a longer retention period is required or allowed by law.
16. Once your Personal Data is no longer necessary to fulfill the purposes outlined in this Notice, or we no longer have a legal or business purpose for retaining your Personal Data, we take steps to erase, destroy, anonymize or prevent access or use of such Personal Data for any purpose other than compliance with this Notice, or for purposes of safety, security, fraud prevention and detection, in accordance with the requirements of applicable laws.
Access & Correction Requests and Inquiries
17. Subject to any exceptions under applicable laws, you may at any time hereafter request: (i) for access to your Personal Data; (ii) for correction or rectification of your Personal Data; (iii) to limit the processing of your Personal Data; (iv) withdraw your consent for Pois to process your Personal Data (please note the consequences set out in Clauses 3.3 and 13 of this Notice respectively); (v) for data portability request of your Personal Data to another party; or (vi) to seek further information from Pois regarding the processing of your Personal Data by contacting:
Officer
- Name: Robiah Tonadawiyah Mohd Noor
Email: [email protected]
Telephone No.: +603-97791794
In respect of your right to access and/or correct your Personal Data, Pois has the right to refuse your requests to access and/or make any correction to your Personal Data for the reasons permitted under law, such as where the expense of providing access to you is disproportionate to the risks of your privacy.
From 9.00AM – 5.00PM
Everyday except national public holidays and weekends.