eProcurement Privacy Policy

Effective Date: 13 May 2025

At UniSHAMS, we are fully committed to protecting your personal data and ensuring compliance with the Personal Data Protection Act 2010 (PDPA) of Malaysia. This policy outlines how your personal information is collected, used, and protected when using our eProcurement System.

1. Scope of Policy

This policy applies to all users of the eProcurement System, including but not limited to suppliers, procurement officers, system administrators, and company representatives.

2. Types of Personal Data Collected

We may collect the following types of personal data (but not limited to):

Full name, national identification number (NRIC), job title
Email address and contact number
Company information (name, address, registration number, licenses, certificates)
Login data and system activity logs
Procurement-related documents such as quotations, invoices, and application forms

3. Purpose of Processing Personal Data

The personal data collected will be used for the following purposes:

To manage and process eProcurement transactions
To verify user identity and provide system access
For internal audits, reporting, and compliance purposes
To fulfil legal obligations and regulatory requirements
To communicate with registered users for official purposes

4. Disclosure of Personal Data

We will not disclose your personal data to third parties except in the following cases:

Where we have obtained your consent
Where required by law, court order, or regulatory authorities
For audit or compliance purposes by authorized internal/external parties
To third-party service providers supporting the system, under confidentiality agreements

5. Data Storage and Security

Personal data is stored securely on our system servers.
Access is restricted to authorized personnel only.
Technical safeguards such as encryption and access control are in place to protect your data.

6. Your Rights Under PDPA

As a data subject, you have the right to:

Access and update your personal data
Withdraw consent to process your data (subject to certain conditions)
File a complaint if your privacy rights are violated

7. Data Retention Period

Personal data will be retained as long as necessary for operational, administrative, and legal purposes. Once no longer needed, the data will be deleted or disposed of securely.

8. Changes to This Privacy Policy

We reserve the right to update or amend this policy from time to time. Changes will be announced via the system or official email notifications.

9. Contact Information

For any questions or concerns regarding your personal data, please contact: