1. Introduction

UK Trainer PLT (“UK Trainer”, “we”, “us” or “our”) is committed to handling personal information responsibly.

This Privacy Policy explains how personal information is collected, used, stored, disclosed and retained through the UK Trainer Customer App (“App”) and the related account-deletion request process.

The App allows customers to explore training-related services, view programmes and schedules, create accounts, submit training registrations, manage participant information, make enquiries and manage their account.

This Privacy Policy relates to the current functions of the UK Trainer Customer App V1.

2. Personal Information We Collect

We collect information that is necessary to provide the App's services, along with certain optional information provided by users.

2.1 Account registration and profile information

When creating an account, users are required to provide:

• Full name
• Email address
• Contact number
• Password

Users must also acknowledge the applicable Terms and Conditions and Privacy Policy during registration.

Additional optional profile information may include company name and job title.

We also maintain information relating to account identifiers, account creation, verification and status.

Passwords are handled through our authentication service rather than being stored as ordinary profile information.

2.2 Training registration information

When submitting a training registration, we collect information such as:

• Contact person's name
• Contact email address
• Contact number
• Selected programme, service and training schedule
• Number of participants
• Registration status and reference details

Depending on the registration, additional information may include company name, preferred training date, preferred training mode and remarks.

2.3 Participant information

A person submitting a training registration may provide information about other participants, including:

• Participant's full name and email address
• Contact number, if supplied
• Job title, if supplied
• Department, if supplied

Participant names and email addresses are required for the applicable registration process. Other participant fields are optional in the current App V1.

Where a customer or organisation provides another person's information, the submitting party should have appropriate authority to provide that information and inform the participant about its use.

2.4 Enquiry information

When submitting an enquiry, we collect the person's name, email address and enquiry message.

Depending on the information supplied, we may also process telephone number, company name, number of participants, preferred date, enquiry category and the relevant service or programme.

An enquiry may be associated with a registered account where applicable.

2.5 Authentication and account activity

We process information necessary to register and authenticate users, verify email addresses, support password resets, maintain login sessions and administer account status.

Authentication and system logs may contain technical and activity information generated when our services are accessed or used.

2.6 Legal acceptance records

When a user acknowledges our Terms and Conditions and Privacy Policy during registration, we may record the applicable document versions, date and time of acceptance, acceptance source and document-verification information.

These records support accountability concerning the notices presented during registration.

3. Sources of Personal Information

Personal information may be obtained:

• Directly from users when registering, updating profiles, registering for training or submitting enquiries.
• From a customer, employer or training organiser who registers another participant.
• Automatically through account authentication, registration transactions, system timestamps and relevant service logs.
• From communications sent to UK Trainer in connection with an enquiry or account-related request.

4. How We Use Personal Information

We process personal information for the following purposes:

1. Creating and managing customer accounts.
2. Authenticating users and supporting email verification and password recovery.
3. Displaying and administering training registrations and related participant records.
4. Managing training schedules and customer registration requests.
5. Responding to enquiries and providing customer support.
6. Maintaining account security, access restrictions and administrative records.
7. Recording acknowledgement of applicable legal documents.
8. Processing account-closure requests and maintaining necessary historical records.
9. Investigating technical problems, preventing unauthorised access and supporting legitimate business or legal obligations.

Where certain information is mandatory, failure to provide it may prevent the user from creating an account or submitting the relevant registration or enquiry.

Optional information may be left blank without preventing the applicable function, unless it becomes necessary for a specific request.

5. Services, Programmes and Promotions

The App displays information about UK Trainer services, training programmes, schedules and available training-related opportunities.

The current App may also display general promotional content or featured programmes.

These promotions are presented within the App. The current V1 promotional feature does not send promotional email, SMS or WhatsApp campaigns to users.

6. Disclosure of Personal Information

Access to personal information is limited according to the functions and responsibilities involved.

Information may be made available to:

• Authorised UK Trainer personnel responsible for account administration, training registrations, enquiries and customer support.
• Cloud database, hosting and authentication service providers used to operate the App.
• Email service providers used for account verification, password recovery and necessary service communications.
• Relevant authorities or other recipients where disclosure is required or permitted by applicable law.

We do not use the App to sell customer or participant information.

Service providers may process information on our behalf as necessary to deliver the relevant technical services.

7. Storage and Cross-Border Processing

The UK Trainer App uses hosted cloud infrastructure for customer account management, authentication and application records.

Accordingly, personal information submitted by Malaysian users may be stored and processed outside Malaysia.

Related authentication, email-delivery or technical services may involve additional processing locations depending on the service provider.

Cross-border processing is subject to applicable data-protection requirements. Users may contact UK Trainer for further information about how their information is handled.

8. Security of Personal Information

UK Trainer uses technical access controls within the current App and database environment to help protect customer information.

These include authenticated access, role-based administration, database Row Level Security policies and account-status checks designed to restrict access to authorised users.

Authentication events and relevant service activity may be recorded in technical logs for security monitoring and troubleshooting.

Only authorised personnel should access personal information for legitimate operational purposes.

9. Account Closure and Data Deletion

Customers may initiate an account-closure request through the available account-management function in the App.

A separate account-deletion request process is also provided through UK Trainer's website for customers who cannot access the App.

Web-based requests are handled through a manual verification and processing procedure.

When an authorised account closure is processed through the current system:

• The customer profile is marked as closed and disabled for normal account access.
• The associated authentication identity is soft-deleted through the authentication service.
• Information relating to the closure may be recorded for administrative and security purposes.

The existing system retains the customer profile record and may retain associated training registrations, participant information, enquiries and account-status history.

Such retained information must be reviewed against applicable business, legal, security and recordkeeping requirements. Retention is not an unrestricted permission to keep personal information indefinitely.

Customers may contact UK Trainer to request review, correction or deletion of retained personal information. Requests will be assessed against applicable legal obligations and any justified need for continued retention.

10. Data Retention

Personal information is retained while it is required for the relevant account, registration, enquiry or administrative purpose, and where continued retention is justified by an applicable legal or business requirement.

The current V1 database maintains timestamps for activities such as account creation, training registration, legal acceptance and account closure.

Accordingly, this Privacy Policy does not promise that all personal information will automatically be removed after a specified number of months or years.

Where information is no longer necessary and no applicable reason for retention remains, users may request its review and appropriate removal or anonymisation.

11. Access, Correction and Privacy Requests

Subject to applicable Malaysian law, individuals may contact UK Trainer to:

• Request access to personal information held about them.
• Request correction of inaccurate or outdated information.
• Ask about the purposes for which their information is processed.
• Request account closure or deletion of information where applicable.
• Raise concerns about the handling or disclosure of their personal information.
• Withdraw consent where withdrawal is available under applicable law, subject to any resulting limitations on the services and lawful processing requirements.

Registered users can update certain profile details directly through the App. For other corrections, including participant or historical registration information, users should contact UK Trainer.

We may request appropriate verification before acting on a privacy-related request in order to protect the information of the individual concerned.

12. Information About Other Participants

Customers and organisations may submit personal information relating to other people when registering for training.

The submitting party should ensure that the participant is informed about the collection and intended use of the relevant information and that the submission is authorised.

Participants may contact UK Trainer directly regarding their personal information.

13. Children and Young Persons

The App is designed for customer and training-related activities and is not specifically designed as a service for children.

If information about a child or young person is submitted in connection with training, appropriate authority and applicable legal safeguards must be considered.

Parents, guardians or authorised representatives may contact UK Trainer with concerns relating to such information.

14. External Websites and Related Notices

The App may provide links to UK Trainer's website, including pages containing the Terms and Conditions, Privacy Policy and account-deletion request process.

Separate website functions, cookies and third-party websites may involve additional data practices not covered by the current mobile App V1 functionality described in this notice.

15. ISO/IEC 27001 Information-Security Reference

UK Trainer PLT is not currently certified to ISO/IEC 27001. However, our information-security practices for the UK Trainer Customer App are developed with reference to relevant principles and the risk-based information-security management approach described in ISO/IEC 27001:2022.

These principles are considered, where applicable, when designing and managing controls intended to support the confidentiality, integrity and availability of information processed through the App.

For the current App V1, relevant security measures include authenticated access, role-based administrative access, database Row Level Security policies, account-status controls, authentication and service logging, and restrictions intended to limit access to authorised users.

16. Changes to This Privacy Policy

We may revise this Privacy Policy to reflect changes in the App, personal-information handling practices or applicable legal requirements.

The published notice will identify its applicable version or effective date. Where required, users will be informed of material changes and asked to provide any necessary acknowledgement.