MENU

TOYOTA TSUSHO (MALAYSIA) SDN BHD

PRIVACY NOTICE

  1. Introduction

    2. This Privacy Notice ("Notice") explains how Toyota Tsusho (Malaysia) Sdn. Bhd. ("TTMSB") collects, records, retained, uses, and discloses ("process") your Personal Data in compliance with the Personal Data Protection Act 2010 ("the Act"), which regulates the processing of Personal Data in the country. By providing your Personal Data to TTMSB, you consent to the terms of this Notice and the processing of your Personal Data as described herein. For the purposes of this Notice, "Personal Data" shall have the meaning ascribed to it under the Act.

  2. Scope of Application

    3. This Notice applies to any person who has dealings with TTMSB, including but not limited to TTMSB's employees, vendors, service providers, business partners, customers, visitors, external parties entering TTMSB’s premises or website, stakeholders, job or internship applicants, individuals who have previously dealt with TTMSB but no longer have active dealings, and other external parties such as regulators, official authorities and government agencies.

  3. Types of Personal Data Collected

    4. The Personal Data collected by TTMSB via prints and/or digital platforms may include the following:

    1. your personal details, such as name, directors’ information, shareholders’ information, company name, mailing address, residential address, contact number, email address, date of birth, race, gender, marital status, national registration identity card number, passport number, nationality, medical records, images and biometrics;
    2. specimen, digital or electronic signatures as recognized under applicable laws and regulations;
    3. your banking information such as your bank account details and transaction history;
    4. financial information such as your income, financial statements, company profile, capital and shareholding structures and creditworthiness assessment;
    5. technical information such as Internet Protocol (IP) address, browser type and version, time zone settings, browser plugin types, operating systems and platform, device information and account login information (to confirm with ITD);
    6. your messages, comments, queries, views or opinions made known to TTMSB via feedback or surveys conducted or social media platform managed by TTMSB;
    7. your performance records such as attendance records, performance appraisal data, training records, payroll information, grievance reports and disciplinary records, collected by TTMSB via TTMSB’s internal system or any system operated by any third party appointed and/or authorised by TTMSB;
    8. information obtained from lawful external sources, including credit reporting agencies and publicly available records;
    9. information captured on security systems (including voice, video, Close Circuit Television (CCTV) and security recordings;
    10. photographs, videos, sound recordings may be taken when you attend event organised by TTMSB or while you are in TTMSB’s premises;
    11. any details relating to any other person(s) who may be identified from any information, data or document you submit to TTMSB; and/or
    12. any other personal information you provide to TTMSB in the course of your dealings with TTMSB.

  4. Purpose of collection of Personal Data

    5. 4.1 By providing any of your Personal Data to TTMSB whether via online or otherwise, you hereby agree that TTMSB shall process the Personal Data for the following purposes:

    1. Human resource purposes, including but not limited to recruitment, employment management, talent development, payroll management and administration, employees’ benefits processing, addressing grievance and disciplinary matters and compliance with statutory and regulatory requirements;
    2. Accounting, finance and credit control purposes, including but not limited to evaluating the financial stability and creditworthiness of business partners, relevant registration and processing of invoices and payment;
    3. To enhance user’s experiences, respond to inquiries, and ensure the security and functionality of digital systems of TTMSB;
    4. For security purposes to ensure the safety and security of TTMSB’s premises, personnel, and visitors;
    5. For promotional purposes including but not limited to posting of photography and/or video on TTMSB’s website or social media platforms;
    6. For information sharing or educational purposes including but not limited to sharing of TTMSB’s policies and procedures, guidelines, notice, newsletters, infographic and any other media as may be deemed fit by TTMSB;
    7. For regulatory purposes including but not limited to execution of the relevant documents or agreements, in compliant with TTMSB internal policies, and best industrial practices;
    8. Purposes connected with the enforcement of TTMSB’s rights pursuant to any letters, agreements and/or documents including seeking legal and financial advice, taking any preliminary steps or commencing any legal actions; and/or
    9. For any other purposes that is incidental or ancillary or in furtherance to TTMSB’s purposes,
      10. (collectively referred to as "Purposes").

    4.2 TTMSB may contact you for the Purposes either via telephone calls, emails, short message services, social media, post or by whatsoever form of available communication.

  5. Disclosure of Personal Data

    6. You further agree that TTMSB may disclose and transfer your Personal Data (whether in Malaysia or abroad) to third parties, including but not limited to agents, consultants, solicitors, auditors, contractors, suppliers, partners, joint venture partners, service providers, associated companies, regulatory bodies, governmental and non-governmental authorities, embassies, statutory bodies, financial institutions, and other parties under a duty of confidentiality to TTMSB. This disclosure and transfer may be for TTMSB’s operational, administrative, development needs and/or fulfilment of legal obligations, as well as to organizations that provide services such as archival, auditing, professional advisory, debt collection, insurance, banking, delivery, recruitment, and security services, to process, retain, or transfer the Personal Data on TTMSB’s behalf.

  6. Impact of non-provision of Personal Data

    7. Please note that if you fail to provide sufficient or satisfactory Personal Data to TTMSB, your application or request for any of the Purposes may be declined, your access to certain information on TTMSB’s website may be restricted, or TTMSB may be unable to offer the full range of benefits, services, or fulfil its obligations under any potential or existing contract with you. In such cases, any existing or prospective relationships between TTMSB and you may be terminated and cease to be effective immediately.

  7. Storage and Retention of Personal Data

    8. 7.1 Your Personal Data may be stored in hard copies at TTMSB’s offices or in servers located within or outside Malaysia, operated by TTMSB or its service providers, at TTMSB’s sole discretion. Due to TTMSB's multi-regional presence, your Personal Data may be transferred to or stored in locations outside the jurisdiction where it was originally provided. In such cases, TTMSB will, to the best of its knowledge and ability, implement appropriate safeguards in accordance with applicable laws to protect your data during such transfers.

    7.2 Any Personal Data you provide will be retained by TTMSB for as long as necessary to fulfil the purposes outlined above, comply with legal, regulatory, and accounting requirements, or protect TTMSB’s legitimate interests.

  8. Use of Cookies

    9. The cookies used on the website are associated only with anonymous users and their devices and do not collect Personal Data that can identify a specific user. Certain cookies are utilized by third parties to provide TTMSB with insights into the effectiveness of its engagements and promotions. These cookies are temporary and are used solely to enhance the efficiency of transmissions. Users have the option to configure their browsers to notify them when cookies are received and to block their installation if desired.

  9. Safety of Personal Data

    10. TTMSB employs various mechanisms to protect the security and integrity of your Personal Data. However, it is important to take note that no data transmission over the internet can be guaranteed as completely secure. While TTMSB strives to safeguard your Personal Data, it cannot ensure or warrant the security of any data transmitted to TTMSB, and you do so at your own risk. Once your Personal Data is in TTMSB’s possession, reasonable steps will be taken to protect it from misuse, loss, unauthorized access, modification, or disclosure.

  10. Transfer of Personal Data

    11. Given the global nature of TTMSB’s operations, your Personal Data may be transferred to related companies or third parties located in other countries, including those with data protection regimes that differ from the one in your country. Any Personal Data transferred will be used solely for the Purposes.

  11. The rights of data subject

    12. Under the Act, you have certain rights in relation to your Personal Data held by TTMSB. These rights include:

    1. the right to request access to your Personal Data held by TTMSB;
    2. the right to correct or update any inaccurate, incomplete, or outdated Personal Data;
    3. the right to withdraw your consent for the processing of your Personal Data, including for direct marketing purposes, subject to applicable legal restrictions, contractual conditions, and within a reasonable timeframe; and,
    4. the right to request a copy of your Personal Data in a transferable format, subject to technical feasibility and compatibility of the data format.

    To exercise any of the rights mentioned above , please submit your request in writing to the following email address:

    Attention : Data Protection Officer
    Email Address : pdp@toyotsu.com.my

    TTMSB reserves the right to charge you a reasonable fee for the processing of any data access request.

    Please note that notwithstanding the withdrawal of your consent, TTMSB may still proceed to process your Personal Data in circumstances recognized and permitted by law and as required under the contractual conditions.

  12. Changes to Privacy Policy

    13. TTMSB reserves the right to update and amend this Notice and TTMSB’s Personal Data Protection Policy from time to time, without prior notice. TTMSB advises that you regularly check TTMSB’s website for the most current version of this Notice.

  13. Acknowledgement and Consent

    14. By engaging with, communicating with, or using TTMSB’s products and services, you acknowledge that you have read, understood, and agree to the terms of this Notice. You consent to the use, processing, disclosure, and transfer of your Personal Data to TTMSB as outlined in this Notice.

    Additionally, by providing your Personal Data to TTMSB, you confirm that it is accurate, complete, and not misleading. You agree to promptly inform TTMSB of any changes to your Personal Data to ensure that it remains accurate and up to date.

    In certain cases, you may provide Personal Data relating to other individuals (such as family members, third parties, or minors). You represent and warrant that you are authorized to share their Personal Data with TTMSB and have obtained their consent for the processing, disclosure, and transfer of their Personal Data in accordance with this Notice.

  14. Vendors, Suppliers and/or Service Providers

    15. If you are processing Personal Data on behalf of TTMSB as a vendor, supplier, and/or service provider, you are required to take all necessary steps to ensure compliance with:

    1. The Personal Data Protection Act 2010 ("the Act"); and/or
    2. Any other applicable laws, rules, regulations, by-laws, or guidelines (whether or not having the force of law), as required by any governmental or non-governmental authorities, agencies, or departments.
    In the event of non-compliance with the above, you shall indemnify TTMSB against any actions, claims, demands, fines, suits, proceedings, prosecutions, losses, damages, penalties, costs, and expenses (including legal costs on a solicitor-client basis) arising from or incurred as a result of such non-compliance.

  15. Inquiries and Complaints

    16. Should you require further information regarding the Personal Data TTMSB hold or how your information is being collected or used, and if your queries are not addressed in this Notice, please feel free to contact TTMSB at the following:

    Attention : Data Protection Officer
    Email Address : pdp@toyotsu.com.my