Privacy Policy

Privacy Policy
Effective Date: September 21, 2025
We periodically update this Privacy Policy to ensure transparency and reflect regulatory changes, new data processing practices, or operational adjustments. We encourage you to review it regularly.
Latest Update: September 21, 2025 – Added Section 12 regarding the submission of participant data for HRD Corp accreditation.
Welcome to kotamas.org, operated by Koperasi Pertanian dan Makanan Selamat (KOTAMAS), registered in Malaysia. Your privacy is paramount to us. We are committed to protecting the personal data you provide while using our services.
This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information. We comply with the Personal Data Protection Act (PDPA) of Malaysia, the General Data Protection Regulation (GDPR), and other applicable global privacy laws.
1. Information We Collect
We collect various types of information to provide and improve our services. This includes both data you actively provide and data collected automatically.
1.1 Personal Data You Provide
Account Information: Your name, email address, contact number, and other identifying details provided when you register for our services.
Transaction Data: Payment information and billing details collected when you purchase our services.
Event Registration Data: Name, phone number, email address, and other details specifically collected for registering participants for events, programs, and sharing sessions.
User Content: Information you submit, such as text, queries, files, and other inputs during your use of our agricultural cooperative services, training programs, or workshops.
Newsletter and Contact Forms: Your email, name, city of residence, organization, and telephone number when you subscribe or contact us.
1.2 Automatically Collected Information
Device Information: Your IP address, browser type, operating system, and access times. We also log activity on our platforms.
Cookies and Tracking: We use cookies, pixels, and similar tracking technologies to enhance your user experience and analyze website usage.
Website Interaction Data: Information on web pages or products viewed, referral sources, and how you interact with our site.
1.3 Data from Training and Cooperative Activities
When you participate in our training programs, workshops, or engage with cooperative activities on our platform, we collect:
Input data, such as responses to surveys or queries for information.
Information generated or exchanged during group discussions or project submissions.
Log information to enhance program delivery, troubleshoot issues, and ensure compliance.
1.4 Media and Event Content
Photos, Screenshots, and Videos: These may be taken during events, programs, and sharing sessions.
Summarized Content: Proceedings of events may be summarized and shared online.
2. How We Use Your Information
We use your data for the following purposes:
To provide, operate, and maintain our agricultural cooperative and member services platform.
To process transactions and manage customer accounts.
To facilitate event registrations and manage event logistics.
To share necessary data with external trainers or collaborating organizations for sharing sessions.
To improve your user experience, including personalized recommendations.
To analyze usage trends and enhance the performance of our training programs and member services.
To publish photos, screenshots, videos, and event summaries online, including on social media.
To ensure compliance with legal obligations and resolve disputes.
To send promotional and service-related communications (with your explicit consent).
3. Sharing Your Information
We do not sell your personal data. We may share your data in specific circumstances:
With Service Providers: We engage third-party vendors who assist us with hosting, payment processing, analytics, and marketing.
With External Trainers or Collaborators: Data necessary for event coordination and management may be shared with external trainers or organizations collaborating in sharing sessions.
For Compliance: To comply with legal obligations or respond to lawful requests (e.g., court orders).
For Security: To investigate fraudulent or malicious activities that may violate our Terms of Service.
4. Data Retention
We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy. Once your data is no longer required, it will be securely deleted or anonymized.
5. Your Rights
If you are a resident of the European Union, Malaysia, or other applicable jurisdictions, you have the following rights regarding your personal data:
The right to be informed.
The right of access.
The right to rectification.
The right to erasure.
The right to restrict processing.
The right to data portability.
The right to object.
Rights in relation to automated decision-making and profiling.
To exercise these rights, please contact us at kotamas@kotamas.org.
6. Security Measures
We implement robust technical and organizational measures to protect your data. These include:
Encryption of sensitive data during transmission.
Secure servers and access controls to prevent unauthorized access.
Regular audits and monitoring for potential security breaches.
While we strive to safeguard your data, no system is 100% secure. We encourage you to protect your login credentials and report any suspicious activity immediately.
7. International Data Transfers
If your data is transferred outside Malaysia, we ensure it is protected in line with this policy and applicable laws. Transfers will occur only to jurisdictions with adequate data protection standards or with appropriate safeguards (e.g., Standard Contractual Clauses). Your data may be transferred outside of Europe, including to Canada and the United States.
8. Cookies and Tracking Technologies
We use cookies and similar technologies to improve website functionality and user experience. You can control or disable cookies through your browser settings.
Types of Cookies We Use:
Essential Cookies: Necessary for the website to function correctly.
Analytics Cookies: Help us understand website usage patterns to improve our services.
Marketing Cookies: Track activity for personalized advertisements.
9. Children’s Privacy
Our services are not intended for individuals under the age of 13 (or the applicable legal age in your jurisdiction). We do not knowingly collect data from minors. If you believe we have inadvertently collected such data, please contact us immediately.
10. Links to Other Websites
Our website may contain links to other websites that are not owned or controlled by us. We are not responsible for the privacy practices of these third-party sites. We encourage you to read the privacy policies of any third-party sites that may collect personal information.
11. Legal Disclosure
We will disclose any information we collect, use, or receive if required or permitted by law. This may include complying with a subpoena or similar legal process, or when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.
12. Submission of Participant Data for HRD Corp Compliance
In certain training sessions, our trainers may seek accreditation or renewal of their status with the Human Resource Development Corporation (HRD Corp). Additionally, for training programs funded or claimable under HRD Corp schemes, we are required to submit specific participant data to comply with HRD Corp's guidelines.
This data may include personal information, attendance records, participant feedback forms, progress reports, and completion certificates. Prior to collecting and submitting this data, we will inform participants about the purpose and scope of data collection. All information will be handled in accordance with our Privacy Policy and applicable data protection laws.
13. Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in laws, technologies, or business practices. Any updates will be posted on this page, along with the revised Effective Date. Your continued use of our services constitutes your acceptance of the updated policy.
14. Contact Us
If you have any questions or concerns about this Privacy Policy or your data, please contact us:
Email: kotamas@kotamas.org
Address: 16 Jalan PP Bandar Baru Klau, 2, Klau Durian City, Pusat Perniagaan Bandar Baru Klau, Kampung Sungai Klau, 27630 Raub, Pahang, Malaysia
By attending our sessions or events, participants agree to allow us to collect necessary personal data and share relevant data online and with collaborators as needed. This also includes consent for their photos, screenshots, and videos to be taken and shared online or on social media. We are committed to addressing your concerns promptly and in accordance with applicable laws.
Thank you for trusting KOTAMAS. Your privacy is our priority.
Copyright © 2025 KOTAMAS. All rights reserved.
16 Jalan PP Bandar Baru Klau, 2, Klau Durian City, Pusat Perniagaan Bandar Baru Klau, Kampung Sungai Klau, 27630 Raub, Pahang, Malaysia
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