Privacy Policy
Systum 360 Enterprise
Effective Date: 19 October 2026
Last Updated: 19 October 2026
Introduction
This Privacy Policy ("Policy") explains how Systum 360 ("Systum360", "Company", "we", "us", or "our") collects, uses, processes, stores, shares, and protects personal data in connection with our websites, software products, digital platforms, and professional services.
Systum360 is a Malaysia-based technology solutions provider offering Enterprise Resource Planning (ERP), software development, cloud-based business solutions, system integration, event management technology, and related digital services.
This Policy applies to individuals who interact with Systum360, including:
Visitors to our websites.
Prospective and existing customers.
Authorized users of our software and cloud platforms.
Business partners, suppliers, and service providers.
Event organizers, event participants, and attendees.
Individuals who communicate with us through email, messaging platforms, or other channels.
This Policy primarily describes activities where Systum360 determines the purposes and means of processing personal data.
Where Systum360 processes personal data on behalf of a business customer through its software platforms, the customer may act as the data controller and Systum360 as the data processor. Such processing is subject to the customer's instructions, applicable agreements, and relevant privacy laws.
Our primary website is https://www.systum360.com.
We are committed to handling personal data responsibly in accordance with applicable laws, including Malaysia's Personal Data Protection Act 2010 (PDPA), as amended.
1. How Do We Collect Your Personal Data?
We may collect personal data through various channels depending on how you interact with our Company.
1.1 Information You Provide Directly
We collect personal data when you:
Submit inquiries through our websites or contact forms.
Request quotations, demonstrations, consultations, or technical support.
Register for or use our software platforms.
Enter into business contracts or service agreements.
Subscribe to newsletters or promotional communications.
Communicate with us through email, telephone, WhatsApp, or other channels.
Register for events or participate in activities managed through our platforms.
Provide feedback or participate in surveys.
1.2 Information Collected Through Our Customers
Our business customers may provide personal information to Systum360 when using our software solutions.
Such information may include employee records, customer information, supplier details, event attendee information, transaction records, and other business data.
In these situations, Systum360 generally processes the information for the purposes of providing contracted services, subject to the customer's instructions.
1.3 Information Collected Automatically
When you access our websites or online platforms, certain technical information may be collected automatically, including:
Internet Protocol (IP) address.
Browser type and version.
Device and operating system information.
Website pages visited.
Date and time of access.
Referring website addresses.
Session and usage information.
Cookies and similar technologies.
This information may be used for platform operation, troubleshooting, performance measurement, security, and website improvement.
1.4 Information From Third Parties
We may receive relevant business contact information from authorized partners, referrals, public business directories, event organizers, or other lawful sources.
Where required, we will provide appropriate notice and obtain consent before using such information.
2. What Personal Data Do We Collect?
The categories of personal data collected depend on the products or services involved.
2.1 Identity and Contact Information
Full name.
Email address.
Telephone or mobile number.
Company or organization name.
Business or correspondence address.
Job title or designation.
Country and location.
Other relevant contact information.
2.2 Business and Account Information
Customer account identification.
Usernames and authentication-related information.
Business registration details.
Authorized user roles and permissions.
Customer subscription and service information.
Business correspondence and support requests.
Contractual and billing information.
2.3 Financial and Transaction Information
Where necessary for our services, we may process:
Billing addresses.
Invoice and payment records.
Transaction references.
Payment status.
Tax-related information.
Business accounting and financial information.
Where payment gateways are used, payment details may be processed directly by authorized payment service providers.
2.4 Event Management Information
For events managed through our event technology solutions, information may include:
Attendee names and contact information.
Event registration and reservation details.
Electronic ticket and QR code information.
Check-in and attendance history.
Table allocation and seating arrangements.
Lucky draw participation and outcomes.
Membership or identification information where required by event organizers.
Event-related preferences and requests.
2.5 Technical and Usage Information
We may collect application logs, authentication activity, system events, API usage records, IP addresses, and technical diagnostic information where required to operate, secure, and maintain our platforms.
2.6 Sensitive Personal Data
Certain services or business customers may involve information considered sensitive under applicable law, such as health information or biometric information.
We process such information only where necessary, legally permitted, and subject to appropriate safeguards and any required consent.
Customers should avoid submitting unnecessary sensitive personal data to our systems.
3. How Do We Use Your Personal Data?
We use personal data for legitimate business and service-related purposes, subject to applicable legal requirements.
| Processing Activity | Purpose | Personal Data Involved | Retention Approach |
|---|---|---|---|
| Customer relationship management | Handle inquiries, quotations, contracts, and customer relationships | Name, company, email, phone, correspondence | While required for the business relationship and related obligations |
| Software and SaaS services | Provide platform access, authentication, subscriptions, and system functionality | Account information, user details, usage data | According to service agreements and retention requirements |
| Event management | Facilitate registration, QR check-in, seating, attendance, and participation | Attendee and event information | According to organizer instructions and applicable requirements |
| Customer support | Investigate issues, respond to requests, and provide technical assistance | Contact details, tickets, technical logs | As necessary for support and recordkeeping |
| Billing and accounting | Process invoices, payments, taxes, and financial records | Billing and transaction information | As required under applicable accounting and tax laws |
| Marketing and communications | Provide product information, invitations, and promotional updates | Business contact details, communication preferences | Until consent is withdrawn, opt-out is received, or retention is no longer justified |
| Security and fraud prevention | Protect systems, detect suspicious activity, and prevent unauthorized access | IP addresses, login records, technical logs | As reasonably necessary for security and investigations |
| Analytics and service improvement | Measure platform performance and improve features | Technical and usage data | As necessary, with aggregation or anonymization where appropriate |
| Legal compliance | Fulfill regulatory, contractual, and legal obligations | Information relevant to a legal requirement | As required by law or legitimate legal holds |
Processing will be carried out on an appropriate legal basis where required, including consent, contractual necessity, compliance with legal obligations, or other grounds permitted by applicable law.
4. Customer Data and Our Role as a Data Processor
Systum360 provides software and technology services that enable business customers to collect, store, manage, and process their own operational data.
This may include information relating to:
Employees and human resources.
Customers and suppliers.
Sales, purchases, and inventory.
Manufacturing and operational processes.
Financial and accounting transactions.
Event registration and attendance.
Business partners and agents.
Where Systum360 acts as a data processor, our responsibilities may include:
Processing personal data in accordance with the customer's authorized instructions.
Implementing appropriate data security measures.
Restricting access to authorized personnel.
Using approved infrastructure and service providers as permitted by the applicable agreement.
Assisting customers with reasonable data protection requests where required.
Returning, deleting, or otherwise handling customer data according to the service agreement and applicable law.
Our customers remain responsible for their own lawful collection and use of personal data where they act as data controllers.
Individuals seeking access to, correction of, or other action relating to personal data submitted by a Systum360 customer should generally contact the relevant customer or organization directly.
5. With Whom Do We Share Personal Data?
Systum360 does not sell personal data to third parties for their independent commercial use.
We may disclose personal data to selected recipients where necessary to operate our business, provide services, or comply with applicable obligations.
5.1 Technology and Infrastructure Providers
We may engage third-party service providers for:
Cloud hosting and server infrastructure.
Data storage and backup.
Email and messaging delivery.
Payment processing.
Application monitoring and maintenance.
System integrations and technical support.
Such providers may process limited personal information as necessary to perform their contracted services.
5.2 Business Customers and Event Organizers
Information processed through customer-operated software platforms may be available to the relevant customer and its authorized users.
For example, event organizers may access attendee information for registration, check-in, seating arrangements, communications, and other event operations.
5.3 Professional Advisers
We may share relevant information with accountants, auditors, legal advisers, and other professional service providers where reasonably necessary.
5.4 Business Partners and Integration Providers
Where customers choose to activate third-party integrations or services, relevant personal data may be transferred to those providers as necessary for the requested functionality.
5.5 Government and Regulatory Authorities
We may disclose personal information when required by applicable law, lawful regulatory requests, court orders, or other legally valid processes.
5.6 Business Reorganization
If Systum360 undergoes a merger, acquisition, restructuring, or transfer of business assets, personal data may be transferred where permitted by law and subject to applicable safeguards.
6. International Data Transfers
As a technology service provider, Systum360 may use infrastructure and software services hosted or operated outside Malaysia.
Personal data may therefore be transferred, stored, or processed in other jurisdictions depending on the selected services, hosting arrangements, and customer requirements.
Where international transfers occur, we will take reasonable steps to comply with applicable Malaysian data protection requirements and implement appropriate safeguards.
Such safeguards may include contractual protections, access controls, security measures, and assessments of the relevant jurisdiction or service provider.
Where customers select or control their own hosting arrangements, data processing locations may also be determined by their service configurations.
7. How Do We Protect Your Personal Data?
Systum360 recognizes the importance of information security and protecting business and personal data.
We aim to implement appropriate technical, administrative, and organizational measures based on the nature of the information and services involved.
These measures may include:
Secure transmission of information through HTTPS or other protected connections.
User authentication and access management.
Role-based permission controls.
Restricted access to customer information.
Server and application security maintenance.
Backup and recovery mechanisms.
Monitoring of system activity.
Security updates and vulnerability remediation.
Access restrictions for authorized technical personnel.
Security measures may differ according to the relevant product, hosting environment, and contractual arrangements.
No internet-based system or electronic storage method is entirely free from risk. We therefore cannot guarantee absolute security.
Where a personal data breach occurs, we will assess the incident and take appropriate action, including notifications to regulators or affected individuals where required by applicable law.
8. How Long Do We Retain Personal Data?
Systum360 retains personal data only for as long as necessary for the purpose for which it was collected, subject to applicable legal, contractual, accounting, and operational requirements.
Retention periods may depend on:
The duration of the customer relationship.
The nature of the service provided.
Contractual obligations.
Applicable legal and regulatory requirements.
Necessary security and audit records.
Resolution of disputes or legal claims.
Instructions from the relevant customer acting as data controller.
When personal data is no longer necessary, we will take reasonable steps to delete, securely destroy, or anonymize the information.
Customer data hosted through our software platforms may be subject to separate contractual retention, backup, and deletion arrangements.
9. Cookies and Similar Technologies
Our websites and online services may use cookies, web beacons, and related technologies.
These technologies may support:
Essential website functionality.
Login sessions and authentication.
Security and fraud prevention.
Remembering user preferences.
Measuring website traffic.
Understanding website performance.
Advertising and marketing analytics, where applicable.
Some cookies may be placed by third-party service providers.
You may control cookies through your browser settings or available website consent mechanisms.
Disabling essential cookies may affect access to certain website or application functions.
Where consent is legally required for non-essential tracking technologies, we will seek such consent.
10. Marketing Communications
Systum360 may contact customers, prospective customers, and business contacts regarding our products, services, updates, industry information, events, and promotional activities.
Marketing communications may be delivered through email, telephone, WhatsApp, or other appropriate channels.
We will obtain consent where required by applicable law and respect valid requests to stop direct marketing.
You may opt out through an available unsubscribe mechanism or by contacting us.
Service-related communications, such as security notices, billing information, and important operational updates, may continue where necessary for the provision of services or compliance with legal obligations.
We do not treat consent to receive an event registration confirmation as automatic consent to receive unrelated marketing.
11. Your Rights Regarding Personal Data
Subject to applicable laws and relevant exceptions, you may have the following rights.
11.1 Right to Access
You may request information about the personal data that we hold or process about you.
11.2 Right to Correction
You may request corrections to inaccurate, incomplete, misleading, or outdated personal data.
11.3 Right to Withdraw Consent
Where personal data processing is based on consent, you may withdraw that consent, subject to applicable legal restrictions.
Withdrawal may affect our ability to provide certain services.
11.4 Right to Prevent Direct Marketing
You may request that we cease processing your personal data for direct marketing purposes.
11.5 Right to Data Portability
Where applicable under Malaysian law, you may request the transfer of your personal data to another data controller, subject to technical feasibility, compatibility, and relevant legal conditions.
11.6 Requests for Deletion or Restriction
You may request deletion or restriction of personal data where applicable law provides such rights or where we are otherwise able to accommodate the request.
Certain information may need to be retained for contractual, regulatory, financial, or legal reasons.
11.7 Exercising Your Rights
To submit a privacy-related request, please contact Systum360 through our official contact channels.
We may request reasonable verification of your identity before processing a request.
Where Systum360 acts as a data processor on behalf of another organization, we may direct your request to the relevant data controller.
12. Third-Party Websites and Services
Our websites and software solutions may contain links to third-party websites, applications, payment gateways, or integrated technology services.
These services may operate under separate privacy policies and terms.
We encourage users to review the relevant privacy notices before providing personal information.
Systum360 is not responsible for the independent privacy practices of third parties outside our control.
13. Children's Personal Data
Our business and technology services are primarily intended for organizations, professional users, and general event participants.
We do not knowingly collect children's personal data through our corporate websites without an appropriate lawful basis.
Where our software platforms are used for events or activities involving minors, the relevant organizer or customer is responsible for obtaining parental or guardian consent where required by applicable law.
We will cooperate with reasonable requests to address unauthorized collection or processing of children's personal data.
14. Data Breach Management
In the event of an actual or suspected personal data breach, Systum360 will assess the nature and extent of the incident.
Where appropriate, we will take steps to:
Contain and investigate the incident.
Assess affected systems and information.
Implement corrective and recovery measures.
Notify relevant customers or contractual parties.
Make regulatory or individual notifications where required by applicable law.
Review security controls to reduce the risk of recurrence.
Where Systum360 processes personal data on behalf of a customer, breach-related responsibilities may also be governed by the relevant service agreement.
15. Changes to This Privacy Policy
We may revise this Privacy Policy periodically to reflect changes in our products, business operations, technical infrastructure, legal requirements, or data protection practices.
The updated version will be made available through our official website or relevant service platforms.
The "Last Updated" date at the beginning of this Policy indicates the most recent revision.
Where required by law, we will provide additional notice or obtain appropriate consent for material changes.
16. Contact Us
For questions, concerns, complaints, or requests relating to this Privacy Policy or personal data protection, please contact:
Systum 360 Enterprise
Malaysia
Official Website: https://www.systum360.com
Event Management Platform: https://sys360events.bizmobs.com
Contact: https://sys360events.bizmobs.com/contactus
Please identify your request as a privacy or personal data protection inquiry so it can be directed to the appropriate personnel.
Where applicable law requires a designated Data Protection Officer, requests may be directed to the designated officer through our official contact channels.
17. Governing Law
This Privacy Policy is governed by the applicable laws of Malaysia, including the Personal Data Protection Act 2010 and its amendments.
Where services are provided to individuals or organizations in other jurisdictions, additional data protection requirements may apply.
We will comply with such requirements to the extent they are applicable to our processing activities.
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Simplifying Business Through Systems.