EDMS Consultants Sdn Bhd (199901008869 (483769-K)) ("EDMS", "we", "us", or "our") is committed to protecting personal data under our control. This notice explains how we collect, use, disclose, retain, and protect personal data relating to individuals who represent or work for our clients, prospective clients, vendors, service providers, business partners, and professional advisers.
EDMS Consultants Sdn Bhd is committed to protecting personal data under our control. This Business Contact Privacy Notice explains how we collect, use, disclose, retain, and protect personal data relating to individuals who represent or work for our clients, prospective clients, vendors, service providers, business partners, and professional advisers.
This notice is issued in accordance with the Personal Data Protection Act 2010 ("PDPA") and applicable EDMS policies. EDMS processes personal data in accordance with the Personal Data Protection Act 2010 (Act 709), Personal Data Protection (Amendment) Act 2024 including applicable amendments, regulations, standards, and guidance issued by the Personal Data Protection Commissioner.
This notice applies to business-contact information processed in connection with a commercial or professional relationship, including enquiries, quotations, proposals, tenders, projects, contracts, supplier arrangements, meetings, events, invoices, payments, compliance matters, and business communications.
This notice does not replace EDMS's Employee Privacy Notice, which applies separately to employee, job-applicant, dependent, and emergency-contact data. This Privacy Notice is issued pursuant to and shall be read together with EDMS-QMS-POL-002, Personal Data Protection and Privacy Policy.
EDMS may collect and process the following business-contact information:
EDMS does not ordinarily collect sensitive personal data from business contacts. If sensitive personal data is needed for a specific purpose, we will handle it in accordance with the PDPA and applicable legal requirements.
EDMS uses business-contact information only for legitimate business and commercial purposes, including to:
Providing business contact information is generally voluntary. However, where information is necessary for EDMS to respond to an enquiry, enter into or administer a contract, provide services, process payment, meet compliance requirements, or communicate with your organization, failure to provide the relevant information may prevent EDMS from carrying out that activity.
EDMS will not use business-contact information for unrelated purposes without providing an appropriate notice or obtaining consent where required.
EDMS may collect business-contact information directly from the relevant individual, from the organization they represent, through business correspondence, meetings, quotations, contracts, purchase orders, invoices, publicly available professional sources, referrals, or authorized third parties.
EDMS discloses business-contact information only on a need-to-know basis and where necessary for the purposes described in this Notice. Personal data may be disclosed to:
Where EDMS uses cloud systems, service providers, or professional advisers located outside Malaysia, business-contact information may be transferred outside Malaysia where necessary for the stated purposes. EDMS will apply appropriate contractual, organizational, and security safeguards for such transfers.
EDMS applies appropriate technical and organizational measures to protect business-contact information from loss, misuse, unauthorized access, disclosure, alteration, or destruction. These measures include access controls, least-privilege access, authentication controls, controlled document storage, confidentiality obligations, secure system configuration, and periodic access reviews.
EDMS retains business-contact information only for as long as necessary for the purposes described in this notice and to meet legal, regulatory, tax, audit, contractual, dispute-management, and record-keeping obligations.
As a general rule, relevant business and financial records may be retained for up to seven years after the end of the relevant business relationship or transaction. We may retain information for a longer period where required by law, a litigation hold, audit requirements, or a legitimate business necessity. When personal data is no longer needed, we will securely delete, destroy, or anonymise it, as appropriate.
Subject to the PDPA and applicable exemptions, you may:
To make a request or raise a privacy concern, contact our Compliance Manager using the details in Section 12. Please provide sufficient information for us to verify your identity and locate the relevant records. We may ask for further information where reasonably necessary and will respond in accordance with applicable law.
For routine business-contact information processed solely to manage a business-to-business relationship or commercial transaction, EDMS does not normally require a separate signed acknowledgement of this notice.
This does not affect EDMS's obligation to provide appropriate privacy information or obtain consent where consent is required by law. Where EDMS intends to use personal data outside normal business administration, we will provide an appropriate notice and obtain consent where necessary.
For privacy-related enquiries, complaints, or requests to access or correct personal data, please contact our Compliance Manager:
EDMS may update this Notice from time to time to reflect changes in law, systems, service providers, business operations, or internal compliance requirements. The effective date above reflects the date this notice was last updated.
This Business Contact Privacy Notice (EDMS-PRV-NTC-001, Rev 00) has been reviewed and approved for publication by EDMS Consultants Sdn Bhd.
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