Privacy Policy and Personal Data Protection Notice

1. Scope and applicable framework

This notice applies to personal data processed through aventraintegrated.com and related business communications arising from the website. Aventra is established in Malaysia and handles commercial enquiries from Malaysia and other countries. Where another law applies to a particular processing activity, we will process personal data in accordance with that law as applicable.

2. Categories of personal data we may collect

• Identity and business-contact information, such as name, company, job title, business email and telephone or WhatsApp number.
• Enquiry and transaction information, including product names, manufacturer references, catalogue numbers, quantities, destinations, timelines, technical specifications and correspondence.
• Documents or files you choose to upload, such as specifications, product lists, purchase-related documents or images.
• Technical website information that may be generated by hosting, security or network infrastructure, such as IP address, browser/device information, request timestamps, referring pages and security logs.
• Records needed for quotation, sourcing, compliance, payment, delivery, audit or dispute management where a business relationship progresses beyond a website enquiry.

3. Sources of personal data

We generally collect data directly from you when you complete a form, send an email, provide a file, request a quotation or correspond with us. We may also receive business-contact or transaction data from your employer, colleagues, business partners, suppliers, service providers, publicly available business sources or professional advisers where appropriate and lawful.

4. Why we process personal data

We may process personal data to:

• respond to enquiries and communicate with you;
• review technical specifications, compatibility requirements and product references;
• prepare, revise and administer quotations, orders and related commercial documents;
• source products and services and coordinate with suppliers, manufacturers, authorized channels, logistics providers or other project participants;
• plan shipping, import/export, cold-chain or documentation requirements;
• perform sanctions, export-control, end-user, end-use, fraud, payment or other compliance checks where appropriate;
• operate, secure, troubleshoot and improve the website;
• maintain business, accounting, tax, audit and legal records;
• establish, exercise or defend legal claims and protect our legitimate business interests; and
• comply with applicable legal, regulatory or governmental requirements.

5. Mandatory and optional information

Fields marked as required on our forms are needed for us to review and respond to the relevant enquiry. Other fields, such as a telephone number or file attachment, may be optional unless a particular transaction requires them. If required information is not supplied, we may be unable to evaluate the request, prepare an accurate quotation, perform required compliance checks or proceed with a transaction.

6. Who may receive personal data

Where reasonably necessary for the purposes above, data may be disclosed to or processed by:

• website, email, cloud, security and form-processing service providers, including Cloudflare for website delivery/security and FormSubmit for relaying website form submissions;
• suppliers, manufacturers, distributors, specialist sourcing channels and project partners where needed to evaluate availability, compatibility, pricing or documentation;
• freight forwarders, couriers, customs brokers, cold-chain providers, insurers and other logistics participants;
• banks, payment providers, accountants, auditors, lawyers, consultants and other professional advisers;
• government agencies, customs, regulators, law-enforcement bodies or courts where disclosure is required or permitted by law; and
• a purchaser, successor or adviser involved in a genuine corporate restructuring, merger, acquisition or transfer of business, subject to appropriate safeguards.

We do not publish enquiry information as a customer list and do not sell personal data to advertisers.

7. International transfers

Aventra operates in international scientific sourcing. A request may therefore require personal data or business-contact information to be accessed, stored or shared outside Malaysia, for example with a supplier, logistics provider, professional adviser or technology service provider. We will take steps appropriate to the circumstances to ensure cross-border processing is handled in accordance with applicable data-protection requirements and with safeguards appropriate to the data and purpose.

8. Retention

We retain personal data only for as long as reasonably required for the purpose for which it was collected and for legitimate legal, accounting, tax, compliance, warranty, audit, dispute or recordkeeping needs. Retention periods vary by the nature of the enquiry or transaction. Data that is no longer reasonably required is deleted, anonymized or otherwise disposed of in accordance with applicable requirements and operational constraints.

9. Security

We use administrative, technical and organizational measures intended to protect personal data against unauthorized access, loss, misuse, alteration or disclosure. No internet transmission or storage system can be guaranteed to be completely secure. You should therefore avoid sending unnecessary sensitive or confidential information through ordinary website forms.

10. Cookies, hosting and technical logs

The current Aventra website is designed without advertising trackers or behavioural advertising cookies. Essential infrastructure used to deliver and secure the website may nevertheless process technical request information such as IP addresses, device/browser data and security logs. If Aventra later introduces analytics or non-essential cookie technologies, this notice and any required consent mechanism should be updated before those technologies are activated.

11. Your personal-data rights

Subject to applicable law and any permitted limitations, you may have rights to request information about our processing, access personal data held about you, request correction of inaccurate or incomplete data, withdraw consent where processing is based on consent, object to or limit certain processing, prevent processing for direct marketing, and exercise other rights made available by applicable law.

To exercise a right, contact [email protected]. We may need to verify identity and the scope of the request before acting on it.

12. Direct marketing

We do not treat a technical enquiry as permission for unrelated promotional marketing. If we introduce marketing subscriptions, they should use an appropriate choice/consent process and provide a simple way to opt out. You may ask us at any time not to use your personal data for direct marketing.

13. Automated decision-making

The website search and forms do not make significant automated decisions about individuals. If Aventra later introduces automated decision-making or profiling that produces legal or similarly significant effects, the relevant notice and safeguards should be updated before use.

14. Sensitive, medical and patient-identifiable information

Scientific specifications can normally be reviewed without patient-identifiable information. Where a project genuinely requires sensitive data, the collection method, purpose, access and safeguards should be addressed separately.

15. Children

This website is intended for business, scientific, institutional and professional audiences and is not directed to children. We do not knowingly seek personal data from children through ordinary enquiry forms.

16. Third-party websites and external resources

The website may link to manufacturer, regulatory, scientific or other third-party websites. Those parties control their own privacy practices. Aventra is not responsible for the privacy practices or content of third-party sites merely because we link to them.

17. Data incidents

If Aventra becomes aware of a personal-data incident, we will assess and respond to it in accordance with applicable legal and regulatory requirements, including any applicable notification obligations.

18. Changes, language and contact

We may update this notice when our website, service providers, processing activities or legal requirements change. The current version will be posted on this page with an updated date.

A Bahasa Malaysia version of this notice is available at /ms/privacy-policy/.

Contact Aventra

AVENTRA INTEGRATED SOLUTIONS SDN. BHD.
Unit 5.72, Level 5, Wisma Central, 147 Jalan Ampang, 50450 Kuala Lumpur, Malaysia
Email: [email protected]

You may also contact the Personal Data Protection Department / Commissioner in Malaysia through the official channels published at pdp.gov.my if you wish to raise a data-protection concern with the regulator.