Privacy Policy

1. Overview

Pentas is a competition and jury management platform operated by Digit360 Sdn Bhd (Company No. [Registration No.]), a company incorporated under the laws of Malaysia, with its registered office in Kuala Lumpur, Malaysia.

By accessing or using Pentas — including registering as a participant, jury member, or institution representative — you consent to the collection and use of your personal data as described in this Privacy Policy. If you do not agree, please discontinue use of the platform.

2. Personal Data We Collect

We may collect the following categories of personal data:

3. Purpose of Processing

Pursuant to Section 6 (General Principle) and Section 7 (Notice and Choice Principle) of the PDPA 2010, we process your personal data for the following purposes:

• To register and manage user accounts on the platform
• To facilitate competition registration, submission, and evaluation workflows
• To assign jury members and manage conflict-of-interest declarations
• To generate, issue, and deliver competition certificates
• To process payments for platform products and services
• To send transactional communications (account confirmations, result notifications)
• To comply with legal, regulatory, and audit obligations
• To improve platform performance, security, and user experience
• To generate anonymised statistical reports for platform development

We will not process your personal data for purposes other than those stated above without your prior consent, except where required by law.

4. Disclosure of Personal Data

Pursuant to Section 8 (Disclosure Principle) of the PDPA 2010, your personal data may be disclosed to:

• Partner institutions and competition organisers — to facilitate event administration, as necessary
• Jury members — limited to submission data required for evaluation purposes only
• Payment processors — to facilitate secure payment transactions
• Cloud service providers — for hosting, storage, and infrastructure (subject to data processing agreements)
• Regulatory authorities — where required by Malaysian law, court order, or government direction

We do not sell, rent, or trade your personal data to third parties for commercial purposes.

5. Data Retention

Pursuant to Section 10 (Retention Principle) of the PDPA 2010, we retain personal data only for as long as is necessary for the stated purposes or as required by law.

• Active account data — retained for the duration of account activity
• Competition records and results — retained for a minimum of 7 years from the date of the competition, consistent with standard Malaysian record-keeping requirements
• Payment records — retained for a minimum of 7 years in accordance with the Income Tax Act 1967 and relevant financial regulations
• Deleted accounts — residual data is purged within 90 days of account deletion, subject to legal retention obligations

6. Security

Pursuant to Section 9 (Security Principle) of the PDPA 2010, we implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, alteration, or disclosure. These measures include:

• Encrypted data transmission using TLS/HTTPS
• Hashed and salted password storage
• Role-based access controls limiting data access to authorised personnel
• Regular security assessments and vulnerability monitoring
• Data processing agreements with all third-party service providers

In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify affected users and relevant authorities in accordance with applicable Malaysian law.

7. Your Rights Under the PDPA

As a data subject under the PDPA 2010, you have the following rights:

To exercise any of these rights, please contact our Data Controller at the details in Section 12. We may require proof of identity before processing your request.

8. Cookies & Tracking

Pentas uses cookies and similar tracking technologies to improve platform functionality and user experience. Cookies we use include:

• Essential cookies — required for authentication, session management, and core platform functions. These cannot be disabled.
• Analytics cookies — used to understand platform usage patterns (e.g. Google Analytics). These are anonymised and aggregated.
• Preference cookies — used to remember your language and theme settings.

You may control non-essential cookies through your browser settings. Disabling certain cookies may affect platform functionality.

9. Third-Party Links

Pentas may contain links to third-party websites or services. This Privacy Policy applies only to the Pentas platform. We are not responsible for the privacy practices of third-party sites and encourage you to review their respective privacy policies before providing any personal data.

10. Children's Privacy

Where Pentas is used for competitions involving participants under the age of 18, the registering institution or parent/guardian is responsible for ensuring that appropriate consent is obtained before providing any personal data relating to minors.

We do not knowingly collect personal data directly from individuals under the age of 13 without verified parental or institutional consent.

11. Amendments

We reserve the right to update this Privacy Policy at any time to reflect changes in our practices or applicable law. Material changes will be communicated via email or a prominent notice on the platform at least 14 days before taking effect. Continued use of Pentas after the effective date constitutes your acceptance of the revised policy.

12. Contact the Data Controller

For any queries, requests, or complaints regarding this Privacy Policy or the processing of your personal data, please contact: