Privacy Policy
How Ultivex Events Sdn Bhd (Company No. 1592384-K) handles personal data.
1. Who we are
Ultivex Events Sdn Bhd ("Ultivex", "we", "us", "our") is an event design atelier registered in Malaysia with registered office at Lot 18 Jalan Tun Razak, Pending Industrial Estate, 93450 Kuching, Sarawak, Malaysia. We are the data controller for personal data collected through this website and through our client engagements.
2. What data we collect
We collect the following categories of personal data: contact details you give us through the website brief form (name, company, email address, phone number, event date, event description), correspondence we exchange with you by email or WhatsApp, and technical data automatically generated when you visit the site (IP address, browser type, pages visited, referral source, approximate location at country level).
If you become a client we will additionally hold invoicing details, signed engagement letters, NDAs and event-specific files agreed in your project plan.
3. How we use it
We use your personal data to respond to your enquiry, prepare and deliver proposals, perform contracted services, maintain our accounting records, and operate the website (including analytics on aggregate visitor patterns). We do not sell personal data to third parties under any circumstances.
4. Legal basis
We process personal data on the basis of legitimate interest (responding to enquiries and operating our business), contract (delivering services you have engaged us for), legal obligation (Malaysian tax and corporate records) and your consent where the law specifically requires it (for example, non-essential cookies).
5. How long we keep it
Enquiry data is retained for 24 months from your last contact with us, then permanently deleted. Client project data is retained for seven years from project close in line with Malaysian record-keeping requirements, then deleted unless an active legal matter requires longer retention.
6. Who can see it
Inside the atelier, only the producer assigned to your engagement and our finance team. Outside the atelier, we share data only with: third-party suppliers contracted to deliver elements of your event (under written confidentiality agreements), our accountants and our legal advisers (under professional privilege), and the relevant authorities where required by Malaysian law.
7. Where it lives
Our primary data infrastructure is hosted within Singapore and Malaysia. Where we use third-party providers based outside Malaysia, those providers are bound by data-protection contracts equivalent to the PDPA 2010 standard.
8. Your rights
Under the PDPA 2010 you have the right to access the personal data we hold about you, request correction of inaccurate data, withdraw consent for processing where consent is the legal basis, request deletion subject to our retention obligations and submit a complaint to the Personal Data Protection Commissioner of Malaysia.
9. Cookies and analytics
Please see our Cookie Policy for the detail of what we set, what is optional and how to change your choices.
10. Children
This site is not intended for and does not knowingly collect personal data from anyone under the age of 18.
11. Changes to this policy
We may amend this policy from time to time. Material changes will be flagged on the home page for at least 30 days. The "last updated" date at the top reflects the most recent revision.
12. Contact us
Privacy questions can be sent to [email protected] or in writing to Lot 18 Jalan Tun Razak, Pending Industrial Estate, 93450 Kuching, Sarawak, Malaysia.