for persons in Malaysia

This document contains the privacy policy adopted by Okamura to manage your personal data in accordance with the Personal Data Protection Act 2010 (as amended from time to time) and/or other relevant laws and regulations as well as guidelines applicable in Malaysia (collectively, the “Act”). Please take a moment to read this policy to understand the purposes for which we collect, use and/or disclose, etc. your personal data. The term “personal data” we use herein has the same meaning as defined in the Act.

1. Concerning the observance of laws and standards

1.1 Okamura respects the privacy of individuals and recognizes the need to treat personal data in an appropriate and lawful manner, and is committed to comply with its obligations in this regard, in respect of all personal data it handles.

1.2 Okamura may change some parts or all of the contents of this policy from time to time to ensure that this policy is in line with the legal and regulatory requirements, as well as the regulations and constitutive documents of Okamura. Hence, we advise you to check regularly for updated information on the handling of your personal data.

1.3 If you consider that this policy does not follow the Act in respect to the personal data about you or others, you should raise the matter with our Data Protection Officer as soon as possible.

2. Concerning the collection, use and/or disclosure of personal data

2.1 In general, we collect your personal data in several ways, including but not limited to the following:

2.1.1. When you contact us for our services or enquiries, via your selected mode of communication;

2.1.2. When you request us to contact you;

2.1.3. limited to our service providers and employment agencies.

2.1.4. When you visit our showroom or relative event

2.1.5. When you subscribe a Newsletter or related service

2.1.6. When you submit your personal data to us for recruitment and/or employment purposes; and

When we receive your personal data from authorized third parties (including but not

2.2 Personal data that is collected by Okamura may include some or all of the following personal information:

2.2.1. Name;

2.2.2. Contact information such as email addresses and telephone numbers;

2.2.3. Demographic information such as residential address, postal code, preferences and interests;

2.2.4. Name, address, etc., department and title of the company to which you belong

2.2.5. Signature;

2.2.6. Bank account information (where necessary)

2.2.7. Photographs, audio/video recordings and digital images

2.2.8. Other information necessary for recruitment and/or employment (including marital status, date of birth, gender and academic background, etc.).

Notwithstanding, Okamura will not collect any sensitive personal data about you (this includes details about your physical or mental health or condition, your political opinions, your religious beliefs or other beliefs of a similar nature, the commission or alleged commission by you of any offence or any other personal data as the Minister may determine by order published in the Gazette) unless permitted by the Act or any other applicable laws or regulations.

2.3 Generally, Okamura collects, uses and/or discloses your personal data for the following purposes:

2.3.1. Considering and processing your proposal on or application for our services;

2.3.2. Providing you with our services;

2.3.3. Responding to your queries and requests;

2.3.4. Resolving complaints, and handling requests of and enquiries;

2.3.5. Communication and marketing purposes;

2.3.6. Internal record keeping; or

2.3.7. Recruitment and/or employment related purposes (including but not limited to salary, personal income tax. work pass and residential);

2.4 Your personal data will be retained by Okamura for as long as necessary according to our internal policy for the fulfilment of the purposes stated in clause 2.3 or is required to satisfy any legal or business purposes.

2.5 Okamura will take reasonable steps to protect your personal data against unauthorized collection, use and/or disclosure. Subject to the provisions of any applicable law or regulations, your personal data may be collected, used and/or disclosed for any purposes listed in clause 2.3 (where applicable), to the following:

2.5.1. Okamura’s staff;

2.5.2. researchers, agents, contractors or third party service providers who provide services to Okamura;

2.5.3. our professional advisers such as auditors and lawyers;

2.5.4. relevant government regulators, statutory boards or authorities, or law enforcement agencies to comply with any laws, rules, guidelines, regulations or schemes imposed by any governmental authority; and

2.5.5. any other party to whom you authorise us to disclose your personal data to.

In the event of any changes within the parameters of disclosure the aforementioned third parties you will be informed in advance, or we will provide the convenience so you can easily access the information. You hereby clearly give us permission to transfer and store your personal data with any third party who may be based within or outside Malaysia

2.6 In addition to clause 2.5, Okamura will share your personal data with the entities outside Malaysia  (i.e. Okamura Corporation in Japan and other Okamura Group companies listed in https://www.okamura.co.jp/company/outline/group.html and other overseas entity(ies) which may be based in Japan, among other countries. Okamura will notify you from time to time), for any purposes listed in clause 2.3. Even in this case, Okamura shall be responsible for management of your personal data. Please be informed that this foreign entity may be established in countries that may not offer the level of data protection which is equivalent to the law in Malaysia. You hereby clearly give us consent to share and store your personal data to any place outside Malaysia.

2.7 In order to provide the best service possible, Okamura may engage a data intermediary to process and handle personal data on its behalf. In these cases, we will only work with recognized personal data management firms and shall enter into contracts with these data intermediaries to include provisions that clearly set out the data intermediaries’ responsibilities and obligations to ensure compliance with the Act.

2.8 Personal data that has been collected will only be used within the required scope to achieve the Purposes of use as initially explained above. In the event of rare and unpredicted events, we shall obtain your consent first, unless it is for one of the following situations:

2.8.1. prevention or detection of crime or any threat to life or health;

2.8.2. arrest or prosecution of legal offenders;

2.8.3. valuation or assessment of taxes or any other similar payments;

2.8.4. other guidelines or instructions issued by the governing ministry or any relevant authority or government body;

2.8.5. to comply with any legal requirements applicable to or imposed on us;

2.8.6. to protect your vital interests;

2.8.7. for the administration of justice; or

2.8.8. for the exercise of any functions conferred on any person by or under any law.

3. Concerning the consent for collection, use and/or disclosure of personal data

3.1 By submitting your personal data to Okamura, you agree and consent to the collection, use and/or disclosure of your personal data by Okamura for a part or all of the purposes set out in clause 2.3.

3.2 If at any time we decide to collect, use or disclose your personal data in a different manner as to the purposes set out above, we will request your consent to the additional purpose(s) in writing, in which you may refuse to give at your discretion.

3.3 If you provide us with personal data relating to a third party (e.g. information of your spouse, children, parents or relatives), you represent to us that you have obtained the consent of such third party to provide us with their personal data for the relevant purposes.

3.4 You may at any time, limit, withdraw, or restrict any consent given in respect of the collection, use or disclosure of your personal data by giving prior notice in the form of a formal written request addressed to the Data Protection Officer.

3.5 In the event that you withdraw your consent to Okamura in relation to the purposes mentioned above, Okamura shall cease to collect, use and/or disclose your personal data upon receiving your withdrawal request. Please note that once consent is withdrawn, it may not be possible for us to accomplish the purposes as set out in clause 2.3, and hence, we may be unable to continue providing the requisite services to you.

4. Concerning personal data management and security measures

Okamura will take reasonable measures to protect your personal data from unauthorized access or modification, improper collection, use or disclosure, unlawful destruction or accidental loss. You should be aware, however, that no method of transmission over the internet or electronic storage is 100% secure. While security cannot be guaranteed, we strive to protect the security of the personal data and will constantly review and enhance our information security measures. In the event that we have credible grounds to believe that an incident of personal data breach has occurred, we will take reasonable and expeditious steps in accordance with the Act.

5. Concerning access, correction and accuracy of personal data

5.1 You may apply for a copy of your personal data held by Okamura, or request for your personal data to be updated or corrected, by sending a formal written request to our Data Protection Officer. Please be informed that we are entitled to charge a fee to recover the costs directly related to the access of the personal data for the time and effort spent by us in responding to the same, and will let you know the amount accordingly.

5.2 Within twenty-one (21) days upon receiving your request, Okamura shall:

5.2.1. provide you with a copy of your personal data under our custody and/or other relevant information in accordance with the Act therein;

5.2.2. correct your personal data as soon as practicable and inform you that the relevant correction has been made; or

5.2.3. inform you that your request for access or correction of your personal data is rejected, if the request was made in circumstances predefined by the Act where such access or correction is prohibited or not required.

5.3 You should ensure that all personal data submitted to us is complete and accurate. Failure to do so may result in our inability to provide you with the information or services you requested.

Okamura shall make a reasonable effort to ensure that the personal data collected by or on behalf of Okamura is accurate.

6. Concerning transfer of personal data outside of Malaysia

The personal data we collect from you may be transferred to multiple destinations outside Malaysia for the fulfilment of the purposes stated in clause 2.3. Okamura will ensure that any transfers of your personal data to a territory outside of Malaysia will be in accordance with the Act so as to ensure a standard of protection to personal data so transferred that is comparable to the protection under the Act.

7. Concerning the establishment and continual improvement of a management system for personal data protection

In order to appropriately manage personal data, Okamura shall continually work towards improving the development of our data management system and internal company regulations.

8. Contact information

Should you have a complaint or require more information about how we manage your personal data, please contact at:

Inquiry counter

Phone:     +603 2732 9827

Email:      Eric@my.okamura.com

Implemented from: May 22, 2024