1. Introduction

Parenthood Records  (“the Platform”, “we”, “us”, or “our”) is committed to protecting the privacy and personal data of individuals and organisations who access, use, or submit information through our website. This Privacy Policy explains how we collect, use, disclose, store, and protect personal data in accordance with the Personal Data Protection Act 2010 of Malaysia (“PDPA”) and other applicable laws.

This Privacy Policy applies to all users of the Platform, including record applicants, nominees, representatives, partners, visitors, and members of the public.

By accessing or using the Platform, or by submitting any information to us, you acknowledge that you have read, understood, and agreed to the terms of this Privacy Policy.

 

2. Data Controller

For the purposes of applicable data-protection laws, Parenthood Records acts as a data controller in respect of the personal data collected and processed through the Platform.

 

3. Types of Data Collected

We may collect, store, and process the following categories of data:

3.1 Personal Data

• Full name
• Nationality
• Date of birth or age
• Identification numbers (where legally required for verification purposes)
• Contact details, including email address, telephone number, and mailing address
• Photographs, videos, audio recordings, or likeness
• Biographical information related to a record or achievement 
  
  

3.2 Organisational Data

• Company, institution, or organisation name
• Registration or incorporation details
• Official representatives’ names and contact information 
  
  

3.3 Record-Related Data

• Record title, description, and category
• Measurements, statistics, performance results, or benchmarks
• Dates, locations, and event details
• Supporting evidence and verification materials 
  
  

3.4 Technical and Usage Data

• IP address
• Browser type and device information
• Website interaction logs
• Cookies and similar tracking technologies
  
  

4. Purpose of Data Collection and Processing

Personal data is collected and processed for the following purposes:

1. Receiving, reviewing, evaluating, and verifying record submissions
2. Communicating with applicants, nominees, and representatives
3. Publishing and maintaining an official public register of approved records
4. Issuing certificates, plaques, acknowledgements, or official recognitions
5. Editorial, archival, historical, and documentation purposes
6. Marketing, publicity, and promotional activities related to the Platform
7. Internal analysis, research, and service improvement
8. Compliance with legal obligations and resolution of disputes

We will not process personal data for purposes that are unrelated to the above without obtaining additional consent, unless permitted or required by law.

 

5. Consent

Where required under applicable law, we collect and process personal data based on the consent provided by the data subject.

By submitting information to the Platform, you:

• Confirm that all information provided is accurate and complete
• Consent to the collection, use, and processing of your data as described in this Privacy Policy
• Acknowledge that approved records may be made publicly accessible

Separate and explicit consent may be required for:

• Publication of photographs, videos, or interviews
• Media, publicity, or promotional use

Consent may be withdrawn at any time by written notice to us. Withdrawal of consent shall not affect processing already lawfully carried out and may affect the visibility or status of a published record.

6. Publication of Data

Where a record is approved, we may publish the following information on the Platform or related media:

• Name of the record holder or organisation
• Record title and description
• Images, videos, or event footage
• Date and location of the record

Sensitive personal data, including identification numbers and private contact details, will not be published.

For records involving minors, publication will only occur with the consent of a parent or legal guardian.

7. Data Accuracy

Data subjects are responsible for ensuring that all submitted information is accurate, complete, and up to date.

We reserve the right to:

• Request additional documentation or clarification
• Correct, amend, suspend, or revoke a record if inaccuracies or misrepresentations are discovered
  
  

8. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes outlined in this Privacy Policy, including historical and archival purposes.

Approved records and related information may be retained indefinitely to preserve the integrity of official records. Supporting documentation may be archived, anonymised, or securely disposed of when no longer required.

9. Data Security

We implement reasonable and appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include:

• Secure servers and encryption
• Access controls and authentication procedures
• Internal confidentiality obligations
• Periodic security reviews

While we strive to protect personal data, no system is completely secure, and we cannot guarantee absolute security.

10. Disclosure to Third Parties

We may disclose personal data to third parties for the purposes described in this Privacy Policy, including:

• Judges, auditors, and verification partners
• Media partners, with appropriate consent
• Service providers such as hosting, analytics, or IT support providers
• Legal, regulatory, or enforcement authorities where required by law

All third parties are required to process personal data in accordance with applicable data-protection laws and contractual obligations.

11. Amendments to This Privacy Policy

We reserve the right to amend this Privacy Policy at any time. Updates will be published on the Platform and shall take effect upon posting. Continued use of the Platform constitutes acceptance of the updated Privacy Policy.

12. Contact Information

For inquiries, requests, or complaints relating to this Privacy Policy or the handling of personal data, please contact: info@parenthoodrecords.com