Official Launch of the National AI Office

Date: 12 December 2024

Venue: Malaysia International Trade and Exhibition Centre (MITEC), Kuala Lumpur

1. Introduction

The Ministry of Digital ("we", "us", "our") respects your privacy and is committed to protecting your personal data. This Personal Data Protection Notice ("Notice") provides you with information on how we collect, use, disclose, and store your personal data in compliance with the Personal Data Protection Act 2010 (PDPA) of Malaysia.

By registering for the Official Launch of the National AI Office event, you are providing your consent to the collection, use, and processing of your personal data in accordance with the terms of this Notice.

2. Identity of the Data User

The organizer of the event is the Ministry of Digital, located at:

• Address: Level 2, Menara PjH, No. 2, Jalan Tun Abdul Razak, Presint 2, 62100 Putrajaya, Malaysia
• Email Address: hana.anuar@mydigital.gov.my
• Phone Number: +6019-2411242

For any inquiries regarding your personal data or for the exercise of your rights under the PDPA, please contact our Data Protection Officer (DPO) at the contact details above.

3. Purpose of Collecting Personal Data

We collect and process your data for the following purposes:

• Event Registration: To facilitate your registration and attendance at the Official Launch of the National AI Office.
• Facial Recognition: Your photograph will be used for facial recognition purposes for event entry and security.
• Communication: To send you event-related updates, reminders, and important information.
• Event Management: To manage and coordinate event activities, security, and access control.

4. Types of Personal Data Collected

The personal data we may collect from you includes the following:

• Full Name
• Job Title
• Organisation
• Email Address
• Phone Number
• Photograph (for facial recognition purposes)

5. Legal Basis for Processing

The collection and processing of your data are based on the following legal grounds:

• Consent: Your data, including your photograph, will be processed based on your consent. You will be asked to provide explicit consent for facial recognition processing at the time of registration.
• Performance of a Contract: Your data is necessary for us to provide event-related services and allow you to participate in the event.

6. Consent and Withdrawal of Consent

By registering for the event, you consent to the collection, processing, and use of your data, including your photograph for facial recognition. You may withdraw your consent at any time before or during the event by contacting our Data Protection Officer.

Please note that withdrawing consent for facial recognition may limit your ability to access certain event services, such as automated event entry.

7. Retention of Personal Data

We will retain your data only for as long as necessary to fulfil the purposes for which it was collected, including for administrative, security, and legal purposes. After this retention period, your data will be securely deleted or anonymized.

8. Disclosure of Personal Data

We may disclose your data to the following parties:

• Service Providers: Third-party service providers, including facial recognition providers, event registration systems, and security service providers, who help us manage the event. These third parties are bound by confidentiality obligations.
• Legal Requirements: We may disclose your personal data if required by law, or if requested by government authorities in order to comply with a legal obligation.

We do not sell or rent your data to third parties.

9. Security of Personal Data

We implement appropriate security measures to protect your data from unauthorized access, use, disclosure, alteration, or destruction. These measures include encryption, access controls, and secure data storage.

10. Your Rights Under the PDPA

As a data subject, you have the following rights under the PDPA:

• Right to Access: You have the right to request access to the personal data we hold about you.
• Right to Rectification: You may request corrections to any inaccurate or incomplete personal data.
• Right to Erasure: In certain circumstances, you may request the deletion of your data.
• Right to Withdraw Consent: You may withdraw your consent for the processing of your data at any time, subject to legal or contractual restrictions.
• Right to Object: You have the right to object to the processing of your data in certain situations.

To exercise any of these rights, please contact our Data Protection Officer at the contact details provided above.

11. Updates to This Notice

We may update this Notice from time to time. Any changes to this Notice will be communicated to you via email or through other appropriate means. We encourage you to review this Notice periodically for any updates.

12. Acknowledgement and Consent

By submitting your registration for the event, you acknowledge that you have read, understood, and agree to the terms of this Personal Data Protection Notice.

Consent Confirmation

Please confirm your consent for the collection and use of your data by ticking the box below:

Contact Information for Data Privacy Inquiries

For any queries regarding your data, or if you wish to exercise your rights under the PDPA, please contact:

• Data Protection Officer: Nur Adilla Razman
• Email Address: adilla@vepasia.com

End of Notice

This Personal Data Protection Notice is provided in compliance with the Personal Data Protection Act 2024 (PDPA) of Malaysia. We are committed to safeguarding your privacy and ensuring that your data is handled with care.