USAINS GROUP OF COMPANIES
PERSONAL DATA PROTECTION NOTICE
This Personal Data Protection Notice (“Notice”) explains how USAINS Group of Companies and its subsidiaries, affiliates, and related corporations (“USAINS”, “we”, “us”, “our”) collect, use, disclose, and protect your personal data in accordance with applicable laws, including the Personal Data Protection Act 2010 of Malaysia and other relevant regulations. By engaging with our services, accessing our website, or using our online portal, you consent to the processing of your personal data as described in this Notice.
1. COLLECTION OF PERSONAL DATA
1.1. Personal data that we collect may include, but is not limited to:
• Name, identification number, contact details (address, email, phone)
• Gender, nationality, date of birth
• Occupation, employer details, professional qualifications
• Banking and payment information (for honorarium, reimbursements, etc.)
• Project-related information, including budgets, proposals, and team details
• Information obtained through cookies and similar technologies when you visit our website or portal
1.2. We may collect personal data:
• Directly from you when you interact with us, register for our portal, or engage our services
• From third parties such as your employer, clients, or professional advisers
• From publicly available sources, including regulatory and corporate registries
2. PURPOSES OF PROCESSING
We may process your personal data for the following purposes:
• To provide and administer our services to you
• To manage your registration and use of our online portal
• To process payments, reimbursements, and honorarium
• To communicate with you regarding projects, updates, and inquiries
• To comply with legal, regulatory, and professional obligations
• To send you marketing, promotional, or informational materials (where consented)
• To improve our services, website, and portal functionality
• For internal reporting, auditing, and risk management
3. DISCLOSURE AND TRANSFER OF PERSONAL DATA
3.1. We may disclose your personal data to:
• Our employees, officers, and professional advisers
• Third-party service providers (e.g., IT hosting, payment processors, auditors)
• Regulatory authorities, law enforcement agencies, or courts where required
• Any person authorised by you or as permitted by law
3.2. Your personal data may be transferred to and stored in servers located outside Malaysia. Where
such transfers occur, we shall ensure that appropriate safeguards are in place to protect your data in
accordance with applicable laws.
4. COOKIES AND ONLINE TRACKING
Our website and portal may use cookies to enhance user experience, analyse site traffic, and personalise content. You may manage your cookie preferences through your browser settings, but
disabling cookies may limit certain functionalities.
5. DATA SECURITY AND RETENTION
5.1. We implement reasonable technical, administrative, and physical safeguards to protect your personal data against unauthorised access, loss, misuse, or alteration.
5.2. We retain your personal data only for as long as necessary to fulfill the purposes outlined in this Notice, or as required by law, after which it will be securely disposed of or anonymised.
6. YOUR RIGHTS
Subject to applicable laws, you have the right to:
• Request access to and correction of your personal data
• Withdraw consent to processing (where processing is based on consent)
• Request deletion or restriction of your personal data
• Object to processing for direct marketing or other legitimate interests
• Request data portability (where applicable)
• Lodge a complaint with the relevant data protection authority
To exercise any of these rights, please contact us using the details provided below.
7. CONSENT AND UPDATES
7.1. Your provision of personal data is voluntary. However, failure to provide necessary data may affect our ability to provide services or grant portal access.
7.2. We may update this Notice periodically. The latest version will be posted on our website and portal. Continued use of our services or portal after any changes constitutes your acceptance of the revised Notice.
8. CONTACT INFORMATION
For any inquiries, requests, or complaints regarding your personal data and this Notice, please
contact:
USAINS Legal Department
Usains Holding Sdn Bhd
Level 2, Block C sains@usm
No 10 Persiaran Bukit Jambul
11900 Bayan Lepas, Pulau Pinang, MALAYSIA
Email:
Telephone: +604 643 7420
BAHASA MELAYU
NOTIS PERLINDUNGAN DATA PERIBADI
Notis Perlindungan Data Peribadi ini (“Notis”) menerangkan bagaimana Kumpulan Syarikat USAINS dan anak-anak syarikat, sekutu, dan syarikat-syarikat berkait (“USAINS”, “kami”, “kita”) mengumpul, menggunakan, mendedahkan, dan melindungi data peribadi anda selaras dengan undang-undang yang berkenaan, termasuk Akta Perlindungan Data Peribadi 2010 Malaysia dan peraturan-peraturan lain yang relevan. Dengan melibatkan diri dalam perkhidmatan kami, melayari laman web kami, atau menggunakan
portal dalam talian kami, anda bersetuju dengan pemprosesan data peribadi anda seperti yang diterangkan dalam Notis ini.
1. PENGUMPULAN DATA PERIBADI
1.1. Data peribadi yang kami kumpulkan mungkin termasuk, tetapi tidak terhad kepada:
• Nama, nombor pengenalan, butiran hubungan (alamat, e-mel, telefon)
• Jantina, kewarganegaraan, tarikh lahir
• Pekerjaan, butiran majikan, kelayakan profesional
• Maklumat perbankan dan pembayaran (untuk honorarium, pembayaran balik, dll.)
• Maklumat berkaitan projek, termasuk bajet, cadangan, dan butiran pasukan
• Maklumat yang diperoleh melalui kuki dan teknologi serupa semasa anda melayari laman web atau portal kami
1.2. Kami mungkin mengumpul data peribadi:
• Secara langsung daripada anda semasa anda berinteraksi dengan kami, mendaftar untuk portal kami, atau menggunakan perkhidmatan kami
• Daripada pihak ketiga seperti majikan, pelanggan, atau penasihat profesional anda
• Daripada sumber awam, termasuk daftar kawal selia dan korporat
2. TUJUAN PEMPROSESAN
Kami mungkin memproses data peribadi anda untuk tujuan berikut:
• Untuk menyediakan dan mentadbir perkhidmatan kami kepada anda
• Untuk menguruskan pendaftaran dan penggunaan portal dalam talian anda
• Untuk memproses pembayaran, pembayaran balik, dan honorarium
• Untuk berkomunikasi dengan anda mengenai projek, kemas kini, dan pertanyaan
• Untuk mematuhi kewajipan undang-undang, kawal selia, dan profesional
• Untuk menghantar bahan pemasaran, promosi, atau maklumat (di mana keizinan diberikan)
• Untuk menambah baik perkhidmatan, laman web, dan fungsi portal kami
• Untuk pelaporan dalaman, audit, dan pengurusan risiko
3. PENDEDAHAN DAN PEMINDAHAN DATA PERIBADI
3.1. Kami mungkin mendedahkan data peribadi anda kepada:
• Kakitangan, pegawai, dan penasihat profesional kami
• Pembekal perkhidmatan pihak ketiga (cth., hos IT, pemproses pembayaran, juruaudit)
• Pihak berkuasa kawal selia, agensi penguatkuasaan undang-undang, atau mahkamah jika diperlukan
• Mana-mana orang yang diberikuasa oleh anda atau seperti yang dibenarkan oleh undang-undang
3.2. Data peribadi anda mungkin dipindahkan dan disimpan dalam pelayan yang terletak di luar Malaysia. Sekiranya pemindahan sedemikian berlaku, kami akan memastikan bahawa langkah- langkah perlindungan yang sesuai dilaksanakan untuk melindungi data anda mengikut undang- undang yang berkenaan.
4. COOKIES DAN PENJEJAKAN DALAM TALIAN
Laman web dan portal kami mungkin menggunakan cookies untuk meningkatkan pengalaman pengguna, menganalisis trafik laman web, dan menyesuaikan kandungan. Anda boleh menguruskan keutamaan cookies melalui tetapan pelayar anda, tetapi menyahdayakan cookies mungkin menghadkan fungsi tertentu.
5. KESELAMATAN DAN PENYIMPANAN DATA
5.1. Kami melaksanakan langkah-langkah perlindungan teknikal, pentadbiran, dan fizikal yang munasabah untuk melindungi data peribadi anda daripada akses, kehilangan, penyalahgunaan, atau pengubahan yang tidak dibenarkan.
5.2. Kami menyimpan data peribadi anda hanya selama yang diperlukan untuk memenuhi tujuan yang dinyatakan dalam Notis ini, atau seperti yang diperlukan oleh undang-undang, selepas itu ia akan dilupuskan dengan selamat atau dianonimkan.
6. HAK-HAK ANDA
Selaras dengan undang-undang yang berkenaan, anda berhak untuk:
• Meminta akses kepada dan pembetulan data peribadi anda
• Menarik balik keizinan untuk pemprosesan (di mana pemprosesan adalah berdasarkan keizinan)
• Meminta penghapusan atau sekatan data peribadi anda
• Membantah pemprosesan untuk pemasaran langsung atau kepentingan sah lain
• Meminta kebolehpindahan data (di mana terpakai)
• Membuat aduan kepada pihak berkuasa perlindungan data yang berkaitan
Untuk menggunakan mana-mana hak ini, sila hubungi kami menggunakan butiran yang diberikan di bawah.
7. KEBENARAN DAN KEMASKINI
7.1. Pemberian data peribadi anda adalah secara sukarela. Walau bagaimanapun, kegagalan untuk memberikan data yang diperlukan mungkin menjejaskan keupayaan kami untuk menyediakan perkhidmatan atau memberikan akses portal.
7.2. Kami mungkin mengemas kini Notis ini dari semasa ke semasa. Versi terkini akan disiarkan di laman web dan portal kami. Penggunaan berterusan perkhidmatan atau portal kami selepas perubahan merupakan penerimaan anda terhadap Notis yang disemak semula.
8. MAKLUMAT HUBUNGAN
Untuk sebarang pertanyaan, permintaan, atau aduan mengenai data peribadi anda dan Notis ini, sila hubungi:
Pejabat Perundangan USAINS
Usains Holding Sdn Bhd
Tingkat 2, Blok C sains@usm
No 10 Persiaran Bukit Jambul
11900 Bayan Lepas, Pulau Pinang, MALAYSIA
E-mel:
Telefon: +604 6437420
1. INTRODUCTION
The Anti-Bribery and Corruption Policy (“Policy”) of Usains Holding Sdn Bhd and its subsidiaries (hereinafter referred to as “Group”) is drafted in accordance to the Malaysian Anti-Corruption Commission Act 2009 and the Malaysian Anti-Corruption Commission (Amendment) Act 2018, the Anti-Bribery and Corruption Policy. This policy shall be periodically reviewed and will be enhanced when necessary to ensure compliance with the Malaysian Anti-Corruption Commission Act 2009 (“MACC Act”) and other applicable laws of Malaysia. The policy should be read in conjunction with the various policies and guidelines of the Group. If multiple documents speak on the same subject, then the more stringent provision always applies
This policy explains the introduction, commitment and principles of the Group towards anti-corruption and bribery. It is not intended to provide definite answers to all questions or concerns involving corruption and bribery. If there are any -related questions or concerns, please refer to our Compliance Unit (refer to section 4) for advice or deliberation.
2. ANTI-BRIBERY AND CORRUPTION COMMITMENT
The Group is committed to adopting a zero-tolerance policy to combat against all forms of corruption and bribery. We practice acting professionally in every aspect of business deals and relationships anywhere and at all times with the principles of anti-corruption and bribery, which will be elaborated further in this Anti-Bribery and Corruption Policy (the “Policy”).
3. SCOPE
This Policy is applicable to:
- All directors (executive or non-executive) of the Group and employees (including full-time, probationary, contract, temporary staff and interns) of the Group (collectively referred to as “associates”); and
- all individuals or organizations that may come in contact with the Group at work, which includes but are not limited to actual and potential customers, suppliers, distributors, business contacts, agents, representatives, advisers, consultants, advisors, contractors, subcontractors, and joint ventures partners (“collectively referred to as “third parties”).
4. DEFINITION
Bribery :
For the purpose of this Policy, bribery includes, but is not limited to, the promising or granting or the requesting or receiving of benefits in money or money’s worth to a person with the aim of influencing that person in order to obtain business or reward improperly or to gain any improper commercial, contractual, regulatory or personal advantage. It is the offer, promise, giving, soliciting, demanding or acceptance of an advantage as an inducement for an action which is illegal, unethical or a breach of trust. The most obvious form of inducement is the giving / offer of money, gifts, loans, fees, rewards, goods or an advantage, but it can include the promise of favours in the future.
Corruption :
Corruption is the abuse of entrusted power for personal gain. Conflict of interest may arise in situations where personal interest either interfere, has the potential to interference, or is perceived to interfere with:-
- objectivity in performing professional obligations and
- exercising of judgement in the discharge of duties and responsibilities as well as in decision making.
The individual’s official position, company’s working hours, resources and assets or information accessible to him or her may be misused for personal interest or to the company’s disadvantage.
- Facilitation payments: Small sums, unofficial payment made to secure or expedite a routine government action by a government official.
- Kickbacks: The return of a sum already paid or due as a reward for awarding of furthering
- Gratification : As defined under Section 3 of MACC Act 2009 and which includes, but is not limited to, abuse of function, abuse of public property, bribery, clientelism/cronyism,
concealments, corruption, embezzlement, illicit enrichment, insider trading, kickback, money laundering, nepotism, obstructing of justice, patronage, trading in influence and facilitation money.
5. Governance Structure
The Board of Directors is primarily responsible for the Policy as well as management. It sets the tone from the top by reviewing and approving the Policy, sets the risk appetite in relation to bribery and corruption risks as well as reviews to ensure that the Group has adequate and competent resources for -related matters.
The Audit Committee is delegated with the oversight role in relation to Policy management. It reviews the Group’s implementation of and compliance with the Policy as well as the bribery and corruption risk assessments conducted. In addition, reviews, audits, assessments or monitoring in relation to Policy management conducted by the management and/or the Compliance Unit shall be reported to the Audit Committee for further review on a yearly basis, which would eventually be reported to the Board of Directors.
The management is responsible for implementing and executing the Policy and any Policy management initiatives (i.e. control measures). It is also tasked with clearly communicating the Policy to all relevant parties such as associates and third parties. It ensures that bribery and corruption risk assessments are done timely and properly. Apart from undergoing the necessary training on Policy management, it is also responsible for ensuring adequate training relating to Policy is provided to employees and business associates.
The Compliance Unit comprises of:
- the Head of Finance and Account overseeing the Accounting and Finance functions of the Group;
- the Head of Human Resources and Administration overseeing the human resource function of the Group, and
- the Head of Legal overseeing the legal function of the Group
In the event a member of the Compliance Unit is potentially implicated or directly involved in the Policy matter, he/she shall willingly and completely abstain from reviewing or deliberating on that matter.
The Compliance Unit acts as a central contact and guide for all -related matters. It is responsible for overseeing the overall the implementation of the program, processes and procedures related to this Policy to ensure that bribery and corruption risks of the Group is mitigated. The Compliance Unit also ensures scheduled internal audits or reviews on the Policy compliance is carried out. In addition, it is responsible for giving advice on the interpretation and application of this Policy, supporting training and education, and responding to reported concerns. Unless the matter in question is urgent or significant which requires immediate reporting, the Compliance Unit reports the results of its assessments, reviews or monitoring to the management and the Audit Committee on a half-yearly basis.
6. Gifts, Entertainment and Hospitality
Normal gift, entertainment and hospitality is not prohibited by the Group so long it is reasonable, and appropriate. The Group is aware of the delicate matter of gifts, where in some culture, it is part of a business etiquette. As such;
- gifts must not exceed RM500, must not exceed in a year from/to the same
- they must be intended without any intentions to influence, nor for obtaining any business
- must not give rise to any potential conflict of
- must be in compliance with laws and
- must not be in the form of cash of cash
- must not be during inappropriate timing such as 2 months prior, during or 2 months after a tendering exercise.
Associates and third parties must always assess the underlying intention of such hospitality or entertainment. Should the hospitality and entertainment be made to cloud or influence on certain key decisions or positions, you shall decline the offer and report the situation to the Compliance Unit.
In the event of providing gifts, entertainment, hospitality, and travelling, they should be summarized with adequate details (date, recipient, description, amount, purpose, etc), and passed to the Compliance Unit on a monthly basis for review and monitoring. Compliance unit will keep records of all details regarding the gift, entertainment, hospitality, or travel.
Records of such gifts, entertainment, hospitality, and travelling, will be maintained along with a self-declaration form declaring its purpose.
7. Facilitation Payments and Kickbacks
The Group does not allow making or accepting, facilitation payments or “kickbacks” of any kind. Any request (in any form) for kickbacks shall be reported to and reviewed by the Compliance Unit as soon as possible.
8. Donations and Political Contribution
The Group may allow donations provided they are in compliance with this policy and the local applicable law. Donations to organisations or bodies such as religious and welfare organisations are allowed. Prior to donations being made, due diligence will be conducted and internal approval processes will be obtained to ensure that the organisations or bodies are authentic and not for the purposes of bribery or corruption. Also, such donations should be summarized by Accounts Department, and submitted to the Compliance Unit for review on a monthly basis. Any donations that are not compliant with the law is prohibited.
The Group does not make donations to political parties. Likewise, reimbursements shall not be made in the event where individual donations were made to political bodies.
9. Money Laundering
Money laundering is strictly prohibited in any kind in accordance with the Anti-Money Laundering, Anti-Terrorism Financing and Proceeds of Unlawful Activities Act 2001.
10. Conflict of Interest
Conflict of Interest arise in situations where there is a personal interest that could be considered to have potential interference with objectivity in performing duties or exercising judgement on behalf of the Group. All associates should avoid situations in which their interest could conflict with their personal obligations or duties. Associates must not use their position, official working hours, Group’s resources and assets, or information available to them for personal gain or to the Group’s disadvantage. In situations where a conflict does occur, associates are required to declare as per the Employee Handbook.
11. Due Diligence
The Group would like to safeguard itself before entering into any formalized relationships. As such, management will conduct due diligence on associates and third parties based on internally established practices. Methods may include background checks on the person or entity or a documented verification process.
12. Responsibilities of Associates and Third Parties
The Group considers corruption and bribery very seriously. Any violation of this policy will result in disciplinary actions which may include termination as per the local law.
Associates and third parties shall read through, and understand the policy, and comply with the terms and conditions stated in this policy. In addition, as part of the Group’s control measures, the Group shall provide Commitment Forms to all its associates and third parties which require formal and written acknowledgement. It is the responsibility of the associate and third parties to actively and vigilantly be aware in every event not to engage in any activity that will lead to corruption and bribery as the Group looks at this very seriously with zero-tolerance. The Group expects all associates and third parties to detect, report, and prevent corruption. Report of any event shall be made to the Compliance Unit or through our whistleblowing channel.
13. Record Keeping
The Group will keep financial records including all relevant supporting documents and have appropriate internal controls, including financial and non-financial controls, in place which will evidence the business reason for making payments to, and receiving payments from, third parties.
All expenses related to gifts, hospitality, entertainment or travelling – acceptance or offer, including all relevant documents, will be properly kept and must be reviewed by the management and subsequently the Compliance Unit per Section 6 of this policy. Associates must also ensure that gifts, hospitality, or entertainment, comply with the term and conditions per Section 6 of this policy.
No accounts or records shall be kept “off-book” to facilitate or conceal improper payments. All records shall be retained for a minimum period of seven (7) years from the end of the relevant financial years.
14. Raising a Concern or Complaint
Anybody who would like to lodge a report or complaint, can do so by reporting to the Compliance Unit or by means stated in the Whistleblowing Policy. Should there be concerns of any issue or suspicion of any event at any stage, it must be reported immediately or as soon as possible.
15. Confidentiality
In handling all Policy-related matters, the Group, including the Compliance Unit and the whistleblowing channel, shall strictly treat all information received and matters discussed in carrying out the functions and duties in absolute confidentiality.
16. Whistle-blowing
Associates who refuse to accept or offer a bribe, or those who raise concerns or report another’s wrongdoing, are sometimes worried about possible repercussions. The Group encourages openness and will support anyone who raises genuine concerns in good faith under this Policy, even if they turn out to be mistaken.
The Group is perpetrated in ensuring that no one, in the event where he or she refuses to take part in corruption, whistle blow, or report concerns under the policies stated in this policy in good faith, suffers any detrimental treatment. They will be protected under the whistleblowing policy as set out in the USAINS Group of Companies’ Whistleblowing Policy (SOP-FA-22).
17. Training and Communication
This policy is distributed to all associates to the Group. New appointments will receive a copy of this policy at the point of induction during which training/briefing sessions will be provided. In addition, role-specific training in relation to the Policy will be provided to employees where necessary.
This policy is communicated to all third parties at the outset of the Group’s business relationship with them and as appropriate thereafter.
The Compliance Unit will be the central contact point if there are questions or if clarifications on this Policy are needed. It is also responsible for ensuring, when necessary, adequate training is provided to associates and/or third parties to maintain the level of understanding or to enhance the understanding of Policy management.
18. Monitoring and Review
There will be bribery and corruption risk assessment performed as well as regular review and audits done on Policy-related internal control systems and procedures (which this Policy is embedded into) to ensure that there is efficiency in this policy to combat against corruption and bribery. Audit and review will be covered under routine internal audit processes which may be performed internally or by qualified and professional outsourced auditors upon request. The Compliance Unit should ensure that such audits, reviews as well as subsequent monitoring are done adequately and reported in accordance to this Policy.