EUROCHAM Malaysia
Compliance & Personal Data Protection
Compliance
EUROCHAM Malaysia operates to standards that protect its members, its partners and the integrity of European business representation in Malaysia. The following statements set out how we conduct ourselves.
1. Anti-Bribery and Anti-Corruption
EUROCHAM Malaysia has zero tolerance for bribery, corruption, fraud or improper influence.
Employees, Board members, committee participants and anyone acting on EUROCHAM’s behalf must not offer, give, request or accept payments, gifts, benefits or other advantages intended to improperly influence a decision.
Engagements with government, members, partners and suppliers must be conducted responsibly and without improper inducement. Potential conflicts of interest must be disclosed and appropriately managed.
Suspected misconduct may be reported through EUROCHAM’s approved confidential reporting channels. Reports made in good faith will be handled confidentially, with protection against retaliation.
2. Competition Law Compliance
EUROCHAM’s sector committees bring businesses together to discuss shared industry priorities. All sector committee members must sign and abide by a Terms of Reference agreement before joining a committee. Because participating companies may compete with one another, all committee activities must comply with applicable competition laws and preserve each organisation’s independent commercial decision-making.
Participants must not discuss or exchange non-public, company-specific information concerning prices, costs, margins, bids, customers, suppliers, market allocation or commercial strategies. They must not enter into any agreement or understanding intended to restrict competition.
Meetings follow an approved agenda and are formally recorded. Every participant must immediately raise any potential competition-law concern so that the discussion can be stopped and the objection recorded.
Suspected breaches should be reported to the relevant committee leadership or EUROCHAM’s designated compliance contact.
3. Transparency and Responsible Advocacy
EUROCHAM Malaysia is committed to openness, accuracy and accountability in representing European business interests. In our engagement with government, members, partners and other stakeholders, we communicate our role, the interests we represent and the purpose of our engagement.
Information shared on EUROCHAM’s behalf must be accurate and obtained responsibly. Conflicts of interest must be disclosed and managed, while confidential or commercially sensitive information is protected.
These principles ensure that EUROCHAM’s advocacy and stakeholder engagement remain credible, responsible and focused on advancing a fair and constructive business environment.
4. Data Protection and Privacy
EUROCHAM Malaysia is committed to protecting the personal data entrusted to us by members, event participants, partners, employees and website users.
Personal data is collected and used for legitimate purposes connected with membership, events, communications and EUROCHAM’s activities. Access is limited to authorised persons, with appropriate safeguards against unauthorised access, loss, misuse or disclosure.
We do not sell personal data. We do not share event attendees’ contact details with event sponsors. We do not use behavioural, retargeted or programmatic advertising on our website.
Individuals may request access to or correction of their personal data, withdraw consent where applicable, or raise a privacy concern by contacting
Full details are set out in EUROCHAM’s Personal Data Protection Notice .
Personal Data Protection Notice
1. About this notice
EUROCHAM Malaysia, the EU-Malaysia Chamber of Commerce and Industry, respects your privacy and is committed to protecting your personal data.
This notice explains what personal data we collect, where we obtain it, how we use and disclose it, how long we retain it, and the choices available to you.
It applies to:
- EUROCHAM members and their representatives
- Board and committee members
- Event attendees, speakers and guests
- Partners, sponsors and service providers
- Newsletter subscribers and website visitors
- Job applicants, employees, interns and volunteers
- Other individuals who communicate or engage with EUROCHAM
We process personal data in accordance with Malaysia’s Personal Data Protection Act 2010, as amended by the Personal Data Protection (Amendment) Act 2024, together with applicable regulations and guidelines issued by the Personal Data Protection Commissioner.
2. Personal data we collect
Depending on how you engage with EUROCHAM, we may collect:
- Name, title and contact details
- Company, position and professional information
- Membership and committee participation records
- Event registrations, attendance and preferences
- Billing, payment and invoicing information
- Correspondence, enquiries and feedback
- Newsletter and communication preferences
- Records of whether our emails to you were delivered, opened or clicked, as described in section 8
- Photographs, video or audio recordings from events
- Job application, employment and professional background information
- Website and device information, including cookie identifiers, IP address, browser and device details and pages viewed, as described in section 9
- Other information you voluntarily provide
We may process sensitive personal data where necessary and permitted by law, such as accessibility, dietary or health-related information provided for an event. Information of this kind is used only for that event and is deleted once the event has concluded and any related reporting is complete.
Our services are not directed to children. If we need to process personal data relating to an individual under 18, we will obtain the appropriate consent where required.
3. How we collect personal data
We may collect personal data:
- Directly from you through forms, email, telephone or other communications
- Through membership, event, committee or newsletter registrations
- Through payment and invoicing processes
- During EUROCHAM meetings, programmes and events
- From your organisation or an authorised representative
- From publicly available professional or business sources
- From partners, event organisers or service providers
- Automatically through our website, using cookies and analytics technologies as described in section 9
If you provide another person’s personal data, you are responsible for ensuring that you are authorised to provide it and that the individual has been informed about this notice.
4. How we use personal data
We may process personal data to:
- Administer membership applications, renewals and member services
- Maintain member and stakeholder relationships
- Operate sector committees and working groups
- Organise events, meetings, programmes and delegations
- Communicate with attendees, speakers, sponsors and partners
- Manage registrations, payments, invoices and refunds
- Publish approved member profiles or directory information
- Respond to enquiries, feedback and complaints
- Send newsletters, event invitations and other communications
- Conduct surveys, research and aggregated analysis
- Support EUROCHAM’s advocacy and stakeholder-engagement activities
- Manage sponsorships, partnerships, suppliers and service providers
- Recruit and manage employees, interns and volunteers
- Maintain the security and functionality of our website and systems
- Meet legal, regulatory, governance and record-keeping obligations
- Establish, exercise or defend legal rights
- Prevent or investigate suspected fraud, misuse or misconduct
Where we rely on your consent, we obtain it at the point of collection, for example through a membership application form, an event registration form or a newsletter sign-up. You may withdraw consent at any time by contacting
5. Information you are required to provide
Some personal data is necessary for EUROCHAM to process a membership application, event registration, payment, employment application or other request.
Where requested information is mandatory, failing to provide it may prevent us from processing the application, completing the transaction or providing the relevant service.
6. Member directory and public information
EUROCHAM may publish approved business information through its website, membership directory, publications or communications.
This may include:
- Member organisation name and logo
- Business description and industry
- Website and general business contact details
- Approved representative names, positions or profiles
EUROCHAM will inform members which information is intended for public display. Personal contact details will not be published unless authorised or otherwise permitted by law.
7. Event and meeting photography and recordings
EUROCHAM events may be photographed, filmed or recorded for reporting, archival, communications and promotional purposes.
Where practical, attendees will be informed through registration materials, event notices or announcements.
If you prefer not to be photographed or recorded, you may indicate this when registering for an event, or speak to a EUROCHAM staff member on the day. You may also contact us at
8. Marketing communications
EUROCHAM may send newsletters, event invitations, membership information and other relevant communications where you have consented or where otherwise permitted by law. These are sent using Zoho Marketing Plus and Glue Up.
These platforms record whether an email was delivered, whether it was opened, and which links were clicked. We use this to judge whether our communications are useful and to stop sending to addresses that are no longer active. This measurement is linked to your email address. Unsubscribing stops both the emails and this measurement.
You may unsubscribe using the link provided in any email, or contact us to update your preferences. Withdrawing from marketing communications will not affect operational messages relating to an active membership, registration, payment or other existing engagement.
9. Cookies and website analytics
A cookie is a small file placed on your device when you visit a website. Our website uses the following categories of cookies and similar technologies.
| Category | Purpose | Set by | Consent |
|---|---|---|---|
| Strictly necessary | Keeping the website working, maintaining your session, and protecting forms and content from misuse | EUROCHAM and Cloudflare | Always active. No consent required |
| Analytics | Measuring how many people visit the site, which pages are read, and where visitors come from | Google Analytics | Placed only after you accept |
| Embedded content | Playing videos embedded on our pages | YouTube | Placed only after you accept |
When you first visit our website, a cookie banner allows you to accept all cookies, reject all non-essential cookies, or choose by category. Analytics and embedded-content cookies are not placed on your device until you accept them. You can change your choice at any time using the Cookie Settings link in our website footer.
We use Google Analytics to understand how our website is used. Google Analytics places cookies on your device and uses your IP address to estimate your approximate location. Google Analytics 4 does not store your full IP address. This data is processed by Google in the United States.
EUROCHAM does not conduct programmatic or behavioural advertising, does not run remarketing or audience-targeting campaigns, and does not sell website visitor data or disclose it to data brokers.
Google may use the data it collects through Google Analytics and YouTube for its own purposes, in accordance with Google’s privacy policy. You can review how Google uses data from sites that use its services at policies.google.com/technologies/partner-sites .
You may also block or delete cookies through your browser settings. Disabling strictly necessary cookies may prevent parts of the website from working.
10. Disclosure of personal data
EUROCHAM may disclose personal data, where necessary, to:
- Website hosting and website security providers, currently Entertop and Cloudflare
- Website analytics and embedded video providers, currently Google
- Email and office productivity providers, currently Microsoft 365
- Membership CRM and event registration platforms, currently Glue Up
- Email marketing platforms, currently Zoho Marketing Plus
- Payment processors, banks and accounting providers
- Professional advisers, auditors and insurers
- Co-organisers of a joint event, where the event registration states that the event is jointly organised
- Government departments, regulators, law-enforcement bodies or courts
- Other parties where required or permitted by law
- The public, where information has been approved for a member directory, event report, publication or similar purpose
Service providers processing personal data on EUROCHAM’s behalf are required to use it only for the agreed purpose and to apply appropriate safeguards.
Some providers act on EUROCHAM’s instructions only. Others, such as Glue Up, also collect personal data directly from you when you create your own account with them, in which case their own privacy policy applies to that account data.
EUROCHAM does not sell personal data.
EUROCHAM does not share event attendees’ contact details with event sponsors. Sponsors receive aggregate information only, such as the number of attendees and the sectors represented. If you choose to give your details to a sponsor directly at an event, that is your own decision and is not covered by this notice.
EUROCHAM does not conduct programmatic or behavioural advertising and does not disclose personal data to advertising networks or data brokers.
11. Transfers outside Malaysia
Our website is hosted by Entertop on servers located in Malaysia. Some of our other service providers process or store personal data outside Malaysia. These currently include:
| Provider | Purpose | Where data is processed |
|---|---|---|
| Zoho Marketing Plus | Email marketing and campaign management | United States |
| Cloudflare | Website security, performance and traffic routing | United States and global edge network |
| Glue Up | Membership CRM, event registration and email campaigns | United States (Amazon Web Services, US West, Northern California) |
| Microsoft 365 | Email and office productivity | Asia Pacific region. Microsoft does not disclose the specific country for individual tenants |
| Google (Google Analytics and YouTube) | Website analytics and embedded video | United States |
Where personal data is transferred outside Malaysia, EUROCHAM takes reasonable steps to satisfy itself that the transfer is permitted under section 129 of the Personal Data Protection Act 2010 as amended, and that the recipient provides protection comparable to that required under Malaysian law, including through contractual commitments with the provider.
12. Security
EUROCHAM takes practical administrative, technical and organisational measures to protect personal data against loss, misuse, alteration, unauthorised access, disclosure or destruction.
Access is limited to individuals who require the information for an authorised purpose. EUROCHAM also requires its service providers to maintain appropriate confidentiality and security safeguards.
No system is completely secure. If a personal data breach occurs, EUROCHAM will assess whether it causes or is likely to cause significant harm. Where notification is required, EUROCHAM will notify the Personal Data Protection Commissioner as soon as practicable and in any event within 72 hours of becoming aware of the breach, and will notify affected individuals without unnecessary delay and within seven days of notifying the Commissioner.
13. Retention and disposal
EUROCHAM will retain personal data only for as long as necessary for the purpose for which it was collected and to meet applicable legal, financial, contractual and governance obligations.
| Record category | Retention period |
|---|---|
| Membership records | Duration of membership plus 12 months |
| Event and programme records | 2 years after the event |
| Accessibility, dietary and health information for an event | Deleted once the event has concluded |
| Financial and payment records | 7 years |
| Committee and governance records | 7 years |
| Newsletter and marketing records | Until withdrawal or unsubscribe, plus a suppression record to ensure we do not contact you again |
| Email campaign records (delivery, opens, clicks) | 24 months, or until you unsubscribe |
| Job applicant records | 2 years after recruitment concludes |
| Employee and intern records | Duration of engagement plus 7 years |
| Website analytics (Google Analytics) | [14] months, as set in the Google Analytics data retention setting |
| Photographs, videos and publications | 3 years, or longer where retained as part of EUROCHAM’s archive |
When personal data is no longer required, it will be securely deleted, destroyed or anonymised, subject to applicable record-keeping obligations.
14. Your rights
Subject to the Personal Data Protection Act 2010 and any applicable limitations, you may:
- Request access to personal data held about you
- Request correction of inaccurate, incomplete or outdated personal data
- Withdraw consent where processing is based on consent
- Stop direct-marketing communications
- Request that your personal data be transmitted to another data controller, where this is technically feasible and the data formats are compatible
- Raise a question or complaint about how your personal data is handled
Withdrawing consent may affect EUROCHAM’s ability to provide services that require the relevant personal data.
EUROCHAM may need to verify your identity before processing a request.
If you are not satisfied with how EUROCHAM has handled your request or concern, you may lodge a complaint with the Personal Data Protection Commissioner, Jabatan Perlindungan Data Peribadi (www.pdp.gov.my).
15. Contact us
For any question, request or complaint relating to personal data, please contact:
Privacy contact
Head of Marketing and Communication
Email:
Telephone: +603-8744 2320
EUROCHAM Malaysia
33-08, Menara EcoWorld
Bukit Bintang City Centre
No. 2, Jalan Hang Tuah
55100 Kuala Lumpur, Malaysia
16. Changes to this notice
EUROCHAM may update this notice when its activities, systems or legal obligations change. The revised version will be published on this page with its effective date and last-updated date.
Where a change materially affects how personal data is processed, EUROCHAM will provide additional notice where required.