Personal Data Protection Policy

Last Updated: [24 July 2025]

1. Introduction and Scope

We are committed to protecting the personal data of our customers, partners, event participants, and digital platform users. This policy outlines how we collect, use, disclose, and protect your data in accordance with the Personal Data Protection Act 2010 (PDPA) of Malaysia. By interacting with us, registering for events, or using our platforms, you agree to the terms set out here.

Data and information are central to our operations, and we take matters of data privacy seriously. We respect the trust you place in us to handle your personal data and aim to provide clarity and transparency about how it is used. This Policy applies to all data collected by One International Exhibition Sdn. Bhd. (Company Registration No. 201101044979 (973099-P)) and its subsidiaries ("we", "us", "our") in relation to our events, platforms, services, and operations.

2. What Data We Collect

We may collect and process the following categories of personal data, which we may receive directly from you, from third-party partners, or from public sources to the extent permitted by law.

• Contact and Identity Details: Name, email address, postal address, telephone number, identification card number, usernames and passwords.
• Professional Information: Educational background, nationality, designation, company, and other professional information.
• Demographic and Transactional Data: Gender, age, date of birth, payment information (credit/debit card numbers or bank details), and purchase history.
• Preferences and Service Data: Your interests, communication preferences, marketing permissions, comments, feedback, survey responses, and interactions with our chatbots.
• Digital and Technical Data: IP address, device information, browser type, location information (e.g., via mobile app or Bluetooth beacons), and website usage information obtained through cookies and other tracking technologies.
• Event Participation Data: Name of the hotel where you are staying when attending one of our events, attendance records, badge scans, and records of your interactions with virtual event content (e.g., viewing sessions, visiting virtual booths).
• Audio-Visual Data: Images, photographs, and video footage from event cameras or CCTV, which may be used for security or promotional purposes.
• Visa/Travel Support Data: Passport details to comply with legal obligations and to provide visa invitation letters where requested.
• Sensitive Personal Data: In limited circumstances, we may collect sensitive data, such as information about health, disabilities, or religious beliefs, to facilitate your attendance at an event. We will typically ask for your explicit consent for this. In the rare event where biometric verification is required for event entry or access to restricted areas and/or biometric data is collected (e.g. facial recognition or fingerprints), it will be processed solely for security or identification purposes and only with your explicit and verifiable consent. We will only process such Sensitive Personal Data in accordance with the PDPA, and only where necessary, with your explicit consent.

3. How and Why We Use Your Data

We use your personal data for the following purposes, based primarily on the performance of a contract with you, your explicit consent, or to comply with our legal obligations. In limited and specific situations, we may also process data for our legitimate business interests, provided that your rights and interests are not overridden.

• To Provide Products and Services: To respond to your enquiries, process registrations and payments, and deliver the products or services you have requested.
• For Event and Exhibition Management: To manage your participation as a speaker, sponsor, exhibitor, or attendee. This includes using your data for logistics, assessing your suitability as a speaker, and promoting events. Photos and videos taken at events that feature you may be used for promotional purposes.
• For Marketing and Promotions: We will only send you newsletters, offers, or other marketing communications about news, events, and products if you have given us your explicit consent to do so (opt-in). You can provide this consent through a checkbox on our registration forms or other digital platforms. We may also provide you with the option to receive communications from our trusted event sponsors. Your details will only be shared with these third parties for marketing purposes if you have provided separate and explicit consent (opted-in) for us to do so. You have the right to withdraw your consent at any time. Every marketing email we send will include a clear and easy way to unsubscribe or manage your preferences.
• For Analytics and Improvement: To better understand our customers, we may analyze your data to improve our products, services, and your user experience. This can include using automated profiling and analyzing your online experiences to determine which products and services are likely to interest you. No decisions that may have legal or significant effects will be made solely on the basis of automated processing.
• For Client-Facing Marketing Services: We may assist event sponsors and partners to conduct targeted advertising or promotions during or after our events, but we will not share your personal data without your explicit consent. In many cases, these campaigns are run by us on our clients' behalf without sharing your identifiable personal data with them.
• To Fulfill Legal and Security Obligations: To comply with legal and regulatory requirements, we screen customers against applicable sanctions lists. We also use personal data to prevent fraud and other crimes. If false or inaccurate information is provided and fraud is suspected, details may be passed to fraud prevention agencies.

We will not process your personal data for new purposes unrelated to the original collection purpose without notifying you and obtaining further consent where required.

4. Sharing and Disclosure of Data

Your information may be shared for specific reasons with the following parties:

• Service Providers: We share necessary data with third parties who help administer our business, such as IT hosts, web hosting providers, payment processors, event registration partners, and marketing technology suppliers. These data processors are bound by contracts that protect your personal data.
• Event Partners and Sponsors: If you allow your badge to be scanned by an exhibitor or interact with a sponsor's virtual booth, your contact details will be shared with them. Their use of your data is governed by their own privacy notices. Your data will only be shared with Event Partners and Sponsors where you have explicitly consented to such sharing, such as by allowing your badge to be scanned or opting-in through our platform.
• Other Organisations: In the event of a merger, sale, or re-organisation of our business, we may need to transfer your personal data to the relevant third party or its advisors.
• Public and Legal Authorities: We may disclose your personal data to courts, regulators, or law enforcement agencies if we are legally required to do so in connection with enquiries, proceedings, or investigations. We will only disclose personal data to regulators or enforcement agencies as required under Malaysian law or upon lawful order of a competent authority.
• Third-Party Data Collection at Events: Third parties, such as exhibitors or attendees, may collect your personal data independently during the event (e.g., through voluntary exchange of business cards). We are not responsible for the use of personal data collected by third parties acting outside our control.

5. Event Technologies and Tracking

To enhance your experience and improve our operations, we use various technologies at our events:

• Badge Scanning: Badges are used for access control and security. Scanning provides us with location information to analyze visitor traffic and improve the event experience. When you allow an exhibitor to scan your badge, your contact details are shared with them.
• Smart Tags and Beacons: To enhance your event experience, we may use technology like smart tags within badges or Bluetooth beacons within our mobile apps. These tools can help you navigate the event and bring relevant exhibitors to your attention. These tracking features are disabled by default. We will only collect location and attendance data via these technologies if you provide your explicit consent by choosing to activate this feature within the mobile app or at a designated service point. You can withdraw your consent and disable this feature at any time through the same app settings. For avoidance of doubt, we will not activate these features without your explicit consent, which can be granted or revoked at any time via the mobile app.
• Virtual Event Platforms: When you enter a virtual space, such as an exhibitor's booth, or interact with sponsored content, your personal data may be shared with that sponsor or exhibitor to allow them to engage with you. This will only occur where you have interacted with their content, entered a virtual booth, or otherwise consented to such sharing on the platform.
• Mobile Apps: Our event apps may collect location and behavioral data to improve your experience by offering features like navigation and personalized recommendations. This data may also be used for analytical and marketing purposes. You can manage these features via the app's settings.

6. Data Retention

We determine how long to retain your personal data based on several criteria:

• Purpose of Collection: Data is kept only as long as necessary to fulfill the purpose for which it was collected.
• Legal & Regulatory Requirements: Data is retained for periods required to comply with legal, tax, or accounting obligations.
• Contractual Obligations: Data is retained for the duration of a contract and any applicable post-contract period.
• User Consent & Preferences: Where processing is based on consent, data is kept until you withdraw that consent.

We may continue to retain your personal data after we have ceased using it for certain legitimate business purposes. For example, if you have opted out of marketing communications, we will retain limited details about you to ensure we can honor your opt-out request. Once no longer required, data is securely deleted or anonymized. Unless otherwise required by law, we retain personal data for no longer than seven (7) years from the date of your last interaction with us. After the retention period, personal data will be securely deleted or anonymized.

7. Your Rights

Under the PDPA, you have the right to:

• Request access to and correction of your personal data.
• Withdraw your consent for the use of your personal data at any time.
• Request that we limit or restrict the processing of your data for specific purposes.
• Update your marketing preferences. We will always provide a way to unsubscribe or opt out in every marketing email we send.

To exercise your rights or update your information, you may submit a written request to us at [info@oneinternational.com.my]. We may require proof of identity. Requests will be processed within 21 days in accordance with the PDPA.

8. Processing of Minors’ Data

Our services and events are intended for business professionals and are not directed at individuals under the age of 18. We do not knowingly collect personal data from this age group. If we become aware that we have collected personal data from a minor without parental consent, we will take steps to delete that information.

In the rare instance that an event is open to attendees below the age of 18, we will only collect and process such data after obtaining verifiable consent from a parent or legal guardian. The collection and use of this data will be strictly limited to what is necessary for the minor's participation in the event.

9. International Transfers

Due to the international nature of our business, your personal data may be processed in countries whose data protection laws may differ from Malaysia's. When we transfer your data internationally, we ensure it remains adequately protected by putting in place appropriate safeguards, such as Standard Contractual Clauses or equivalent measures as recognized under the PDPA, where applicable, to comply with the PDPA.

10. Cookie Policy

We use cookies and similar technologies (e.g., web beacon pixels in emails) to enhance your experience, understand user behavior, and deliver personalized content and ads.

• What are Cookies? Cookies are small text files placed on your device when you visit a website, allowing the site to recognize your device and remember your preferences. They can be "Session Cookies" (which expire after you close your browser) or "Persistent Cookies" (which remain on your device for a set period).
• Types of Cookies We Use:
  • Essential: Required for our services to function.
  • Analytics: Help us understand performance and usage trends.
  • Functional: Remember your preferences to improve usability.
  • Advertising/Marketing: Deliver ads relevant to your interests.
• Managing Cookies: You have the choice to accept or decline cookies. By continuing to use our website, you consent to the use of cookies in accordance with this Policy. You can change your cookie preferences at any time via your browser settings. Please be aware that if you disable certain cookies, some features of our websites may not be available to you. If you do not wish for email pixels to be downloaded, you can opt-out of email marketing or choose not to click links in the emails we send.

11. Governing Law

This Privacy Policy shall be governed by and construed in accordance with the laws of Malaysia.

12. Language Versions

If this Privacy Policy is available in more than one language, the English version shall prevail in the event of any inconsistency.

13. Policy Updates and Contact Information

We may revise this Privacy Policy at any time to keep up with changing legislation and best practices. Depending on the nature of the changes, we may notify you via email or update the policy by posting a revised version on this website. Please check back periodically to stay up to date. This Privacy Policy is effective as of [24 July 2025] and supersedes all previous versions.

For questions, concerns, or to exercise your rights under this Policy, please contact us: Email: [info@oneinternational.com.my] Address: 11-19-1, Jalan Jalil Perkasa 15, Aked Esplanad, Bukit Jalil, 57000 Kuala Lumpur, Wilayah Persekutuan Kuala Lumpur