FFM

1. Introductions

Sunstorm Network Sdn Bhd (“Sunstorm Network”, “we”, “us” or “our”), as the organiser of Fragrance Festival Malaysia 3.0 (“FFM3.0” or the “Event”), respects the privacy of all visitors and is committed to protecting the personal information provided to us during the visitor registration process.

This Privacy Policy and Personal Data Protection Notice (“Privacy Notice”) explains how we collect, use, disclose, store and protect personal data relating to visitors who register for or attend FFM3.0.

By registering for FFM3.0, you acknowledge that you have read and understood this Privacy Notice and agree to the collection and processing of your personal data as described herein, subject to your applicable rights under the Personal Data Protection Act 2010 (“PDPA”) and other applicable laws of Malaysia.

2. Personal Data We Collect

When you register for FFM3.0, we may collect certain personal information, including but not limited to:

  • Full name
  • Email address
  • Mobile phone number
  • Gender, where voluntarily provided
  • Age or age range, where voluntarily provided
  • City/state of residence
  • Registration or ticket information
  • Visit date or attendance information
  • Information relating to your interests or preferences where provided through the registration form
  • QR code, registration number or visitor identification information
  • Responses to surveys, contests, promotions or activities associated with FFM3.0
  • Photographs, video recordings or other audiovisual recordings captured during the Event

We will only collect information that is reasonably necessary for the purposes described in this Privacy Notice.

3. Purposes of Data Processing

Your personal data is processed for the following purposes:

  • Processing and managing event registrations
  • Generating event badges and credentials
  • Communicating event-related information (confirmations, updates, reminders)
  • Providing onsite event services (check-in, session tracking)
  • Generating reports and analytics for event organisers
  • Responding to inquiries and providing customer support
  • Complying with legal and regulatory obligations
  • Sending marketing communications and promotional materials (only with your consent)
  • Improving our services, systems, and user experience

4. Consent

By providing your personal data to us (e.g., through event registration forms, emails, or phone calls), you consent to the processing of your data as described in this Privacy Policy.

For sensitive personal data (e.g., dietary or medical needs), we will seek your explicit consent at the point of collection.

You may withdraw your consent at any time by contacting us at registration@fragrancefestivalmalaysia.com. Please note that withdrawal of consent may affect our ability to provide certain services to you.

5. Third-Party Disclosures

We may disclose your personal data to the following categories of third parties:

  • Event Organisers & Exhibitors: For the purpose of event management and reporting, as requested by the event organiser who engaged our services
  • Payment Processors: Secure payment gateway providers for transaction processing
  • Cloud Service Providers: Infrastructure providers (e.g., Google Cloud Platform, Amazon Web Services, Microsoft Azure) for data hosting and processing
  • Email Service Providers: For sending transactional and event communications
  • Government & Regulatory Authorities: When required by law or regulation
  • Professional Advisors: Legal, financial, or audit advisors, where applicable

We require all third-party recipients to respect the security of your personal data and to treat it in accordance with the law. We do not allow third parties to use your personal data for their own purposes.

6. Cross-Border Data Transfers

Your personal data may be transferred to and processed in countries outside of Malaysia as part of our use of cloud-based infrastructure and services. When such transfers occur, we ensure that adequate safeguards and protection measures are in place, including:

  • Using service providers that comply with internationally recognised data protection standards
  • Implementing appropriate contractual clauses and security measures
  • Ensuring the receiving country provides an adequate level of data protection, or obtaining your consent where required

7. Data Security

We implement appropriate technical and organisational security measures to protect your personal data, including:

  • Encryption of data in transit (TLS/SSL) and at rest
  • Access controls and authentication mechanisms
  • Regular security assessments and monitoring
  • Secure cloud infrastructure with industry-standard certifications
  • Employee training on data protection practices

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected. Typically:

  • Event registration data: Retained for the duration of the event and up to 12 months after the event concludes, unless a longer period is required by the event organiser or by law
  • Payment records: Retained for a minimum of 7 years in compliance with Malaysian tax and financial regulations
  • Marketing data: Retained until you withdraw your consent or unsubscribe
  • General correspondence: Retained for up to 3 years

Upon expiry of the retention period, your data will be securely deleted or anonymised.

9. Your Rights

Under the PDPA, you have the following rights:

  • Right of Access: You may request a copy of the personal data we hold about you
  • Right of Correction: You may request the correction of any inaccurate or incomplete personal data
  • Right to Withdraw Consent: You may withdraw your consent for processing at any time
  • Right to Prevent Processing: You may request that we stop processing your personal data for direct marketing purposes

To exercise any of these rights, please contact us at registration@fragrancefestivalmalaysia.com. We will respond to your request within 21 days of receipt. A processing fee may apply for access requests as permitted under the PDPA.

10. Data Breach Notification

In the event of a personal data breach that poses a risk of harm to data subjects, we will notify the Personal Data Protection Commissioner and affected individuals as required under the PDPA and its amendments.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated policy will be posted on this page with the revised “Last updated” date. We encourage you to review this page periodically.

12. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights under the PDPA, please contact us:

Fragrance Festival Malaysia (FFM)
Email: registration@fragrancefestivalmalaysia.com
Phone/WhatsApp: +6016-313 9946