PRIVACY NOTICE

The Privacy Notice ("the Notice") is issued pursuant to the enactment of the Personal Data Protection Act 2010 ("the Act") to regulate the collection and processing of your Personal Data (as herein defined) by Sahajidah Hai-O Marketing Sdn Bhd, its subsidiaries, associates, jointly controlled entities, affiliates (or referred to as “SHOM”, “the Company”, “our”, “we” or “us”) as the data controller. To this written notice, the terms “personal data” and “processing” shall have the meaning prescribed in the PDPA.

1.                 TYPE OF PERSONAL DATA

It might be required to collect or provide the personal data from you during your dealings with SHOM or for the purpose of related business activities. Such personal data may include but is not limited to name, identity card number, passport number, TIN no., address, gender, date of birth, marital status, information of spouse, information of sponsor, contact details such as correspondence address, telephone or mobile number, credit card details, bank account number, email address, race, nationality, signature, images (including photograph), video recording, closed-circuit television (“CCTV”) and security recording, and such other data necessary for the purpose which the personal data is collected or provided to us via these channels:

(a)               SHOM’s website;

(b)               e-commerce platform of SHOM;

(c)               member portal of SHOM;

(d)               electronic forms from SHOM;

(e)               physical forms from SHOM;

(f)                email; and/or

(g)              social media and other communication messaging platforms.

("Personal Data").

2.                 CONSENT BY YOU

By providing your personal data to us, you acknowledge that you have read and accepted this Notice and consent to the processing of your personal data as described herein. If you have disclosed personal data of third parties to us, you warrant and represent that you have obtained their consent for SHOM to process such data in accordance with the terms of this Notice.

3.                 PURPOSE OF COLLECTING

Your personal data is collected and further processed by SHOM as required or permitted by law and to give effect to your requested commercial transaction, including the following:

(a)    Communicate with you through letter, phone call, SMS, WhatsApp, e-mail, bulletin, Member Portal and other correspondences;

(b)    Provide services to you within the confines of the business including disclosure of membership network and its performance within the group;

(c)        For the maintenance of customer database and customer service-related processes;

(d)     For assessment of suppliers’ eligibility or suitability for supplying products/ services to SHOM and verification of identity or financial standing through credit reference checks or to assess possible conflict of interest situations arising from supplying the products/ services to SHOM;

(e)    For billing and financial purposes, including collections / payments (and all transactions related thereto), accounting and tax;

(f)        Respond to your inquiries;

(g)    To administer your participation in SHOM’s events, training, activities and company programs; including the recording and posting of your photo / videos during the events.

(h)        Compilation of surveys and or questionnaires;

(i)    Provide you with company information about products, services, upcoming events, promotions, advertising, marketing, sales promotions and commercial materials which we may feel interest you unless you have indicated that you do not wish for us to process your data for such purposes;

(j)        To store and carry out data analytics processes;

(k)      To send you season’s greetings, special occasion messages, or other similar communications, as well as to publish or post congratulatory messages, announcements, and recognition of rank promotions and campaign qualifications.;

(l)     To allow third parties to contact you for advertising, promotional, or marketing campaigns conducted by any third-party entities;

(m)    To comply with any legal or regulatory obligations under the applicable laws, regulations, guidelines or industry codes that applies to us.

4.                   DISCLOSURE OF PERSONAL DATA

You hereby consent and authorize SHOM to provide or disclose or share or reveal the Personal Data to the following classes of users: -

(a)        Related subsidiaries or associates or holdings companies, including future entities;

(b)    Government agencies, local authorities, utilities service providers, statutory authorities, enforcement agencies under the law and industry regulatory or other authorities if required or authorized to do so to discharge any regulatory function under any law or in relation to any order or judgment of court;

(c)    SHOM’s employees, auditors, consultants, accountants, lawyers, vendors, co-marketing partner, insurance company;

(d)        SHOM’s service providers or product providers as may be determined; and

(e)        Financial institutions for purposes of facilitating payments and/or maintaining financial records in connection with the business or contract relationship between SHOM and you and/or your company.

5.                 YOUR RIGHTS AS THE DATA SUBJECT

(a)        As an individual, you have the right to request access to the personal data held about you by the Company. Such requests must be submitted in writing to the designated Data Controller. While the Company makes every reasonable effort to ensure that your personal data remains accurate and up to date, you are kindly requested to notify us promptly of any changes to your personal information. If you believe that any personal data held about you is inaccurate, you have the right to request that such data be rectified. Additionally, you may request the blocking or erasure of your personal data where it has been processed unlawfully, subject to any applicable legal or regulatory requirements.

(b)        If you wish to obtain more information on how to limit the processing of your personal data, withdraw your consent, request the restriction of data processing (subject to any legal basis for data retention), or request the transmission of your consented personal data to another organisation in a compatible, machine-readable format, or if you have any further queries or wish to lodge a complaint regarding your personal data, you may contact: SHOM’s PDP officer at pdp@shom.com.my or call Customer Service at 03-3348 8588.

 6.                 DATA SECURITY

We have implemented reasonable physical, technical, and organizational measures to safeguard your personal data against accidental loss, and unauthorised or unlawful access, use, alteration, or disclosure. These measures include restricting access to personal data to authorised personnel through controlled user credentials, revoking access upon changes in employment status, maintaining physical security at data storage sites, and deploying cybersecurity tools such as anti-virus software and system backups. The use and transfer of personal data via removable media or cloud services are strictly regulated, subject to senior management approval, and conducted in compliance with applicable personal data protection laws. All access and transfer activities are recorded and monitored, and any third-party service providers engaged in processing personal data are contractually bound to ensure data confidentiality and compliance with relevant data protection obligations.

7.                 RETENTION OF DATA

We will retain your personal data in accordance with this Privacy Notice and/or the terms of your agreement(s) with SHOM or its subsidiaries for the duration of your relationship with us. Thereafter, your data may be retained for a period deemed necessary to protect the legitimate interests of SHOM, its subsidiaries, and/or its customers, to comply with legal requirements, and in accordance with SHOM's relevant policies, or for the purposes for which the data was originally collected, as permitted or required under applicable laws.

8.             TRANSFER OF YOUR PERSONAL DATA OUTSIDE MALAYSIA

Any personal data, which you volunteer to us, will be treated with the highest standards of security strictly in accordance with the PDPA. It may be necessary for us to transfer your personal data outside Malaysia if any of our service providers or business partners are involved in providing part of a service in countries outside Malaysia. You hereby consent to us transferring your personal data outside Malaysia in these instances. We shall take reasonable steps to ensure our service providers or business partners are not to use your personal data for any reason other than to provide the services they are contracted by us to provide and to adequately safeguard your personal data. As part of providing services which involve transfer of your personal data to countries outside of Malaysia, we will ensure adequate levels of protection have been implemented to safeguard your personal data.

9.                 WEBSITE

(a)               Link to other Website(s)

To enhance your browsing experience, our website may provide links to external websites operated by local and/or international organizations or agencies. Please note that once you leave our website and access these third-party sites, their privacy policies will apply. We are not responsible for the privacy practices or content of external sites.

(b)            Cookies:

When you visit our website, small data files known as cookies may be stored on your browser. These cookies may contain information about you, your device, or your preferences, and are primarily used to ensure the website functions as intended and provides an improved user experience. You may control cookie settings through your browser at any time.

(c)               Personal data provided by the data subject:

When using our online services, you may be required to provide personal data for purposes such as account registration, identity verification, and marketing. All personal data collected will be treated as strictly confidential. Any use of your data other than for the purposes as listed on item 3 or for specific purposes will only be carried out with your prior consent.

10.              CHANGE TO THIS PRIVACY NOTICE

We shall have the right to modify, update or amend the terms of this Policy at any time by placing the updated Policy on the website. We encourage you to revisit this Privacy Notice periodically, allowing you to see any changes made by checking the effective date below.

11.              CONFLICT

In the event of any inconsistency or conflict between the English version and the Bahasa Malaysia version of this Privacy Notice, the English version shall prevail.

This Privacy Notice was last updated on 1st July 2025