privacy policy

Depending on how you interact with MAAA, we may collect information including:

• • Full name;
• • Email address;
• • Telephone number;
• • Mailing or correspondence address;
• • Organisation or company name;
• • Occupation or professional affiliation;
• • Membership information;
• • Event and programme registration information;
• • Enquiries and correspondence;
• • Payment and transaction information;
• • Delivery information;
• • Feedback, survey responses and preferences;
• • Photographs and video recordings;
• • Information submitted in connection with research or educational activities; and
• • Other information that you voluntarily provide to MAAA.
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We aim to collect only information that is reasonably necessary for the relevant activity or purpose.

When you access the MAAA website, certain technical information may be collected automatically by our website or service providers.

This may include:

• • Internet Protocol (IP) address;
• • Browser type;
• • Device type;
• • Operating system;
• • Pages visited;
• • Date and time of access;
• • Referring website;
• • General website usage information; and
• • Cookie or similar technology identifiers.
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This information may be used to maintain website security, understand website performance, improve user experience and analyse how visitors interact with our website.

MAAA may collect personal information directly from you when you:

• • Submit a website enquiry;
• • Contact MAAA by email, telephone or other communication channels;
• • Apply for membership;
• • Register for an event, class or programme;
• • Participate in an agarwood site visit;
• • Purchase or enquire about a product;
• • Subscribe to MAAA communications;
• • Participate in research, surveys or educational activities;
• • Attend an event where photography or video recording takes place;
• • Collaborate with MAAA;
• • Submit documents or information to the Association; or
• • Otherwise voluntarily provide information to us.
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Where permitted and appropriate, information may also be received from collaborating institutions, event organisers, publicly available sources or other parties involved in an activity with MAAA.

MAAA may use personal information for purposes including:

• • Responding to enquiries;
• • Processing membership applications;
• • Administering membership records;
• • Managing events, workshops, classes and site visits;
• • Communicating programme information and updates;
• • Managing registrations and attendance;
• • Processing purchases, payments and deliveries;
• • Issuing receipts or confirmations;
• • Managing collaborations and partnerships;
• • Supporting research and educational activities;
• • Maintaining Association records;
• • Communicating with members;
• • Providing requested information or services;
• • Improving our website and programmes;
• • Maintaining website and information security;
• • Conducting statistical or administrative analysis;
• • Documenting MAAA activities;
• • Publishing authorised event photographs or recordings;
• • Complying with legal, regulatory or administrative requirements; and
• • Carrying out activities consistent with MAAA's objectives and registered constitution.
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We will endeavour not to use personal information for purposes materially different from those for which it was collected without an appropriate basis or notice.

Where an individual applies to become or is accepted as a member of MAAA, we may collect and maintain information reasonably required to administer membership.

This may include contact information, membership category, application information, payment records, membership status and other records required under MAAA's registered constitution or applicable requirements.

Membership information may be used for purposes such as:

• • Processing applications;
• • Maintaining membership records;
• • Communicating Association matters;
• • Administering meetings and activities;
• • Managing membership fees where applicable;
• • Confirming membership status; and
• • Meeting applicable administrative or regulatory obligations.
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Membership matters remain subject to MAAA's registered constitution and applicable Malaysian law.

When you register for an MAAA event, workshop, class or site visit, we may collect information necessary to administer your participation.

This may include your name, contact details, organisation, registration information, payment information and other information reasonably required for the programme.

Where information is required for safety, accessibility or programme administration, we will endeavour to collect only what is reasonably necessary and handle it with appropriate care.

MAAA may participate in or collaborate on research concerning Malaysian agarwood, Aquilaria species, biodiversity, fragrance, resin characteristics, sustainability, cultural heritage and related subjects.

Where a research activity involves collecting personal information from participants, additional information regarding the purpose of the research, use of data, confidentiality and participant rights may be provided separately.

Where appropriate, research data may be anonymised or aggregated so that individuals are not reasonably identifiable from published findings.

Research undertaken with universities, research institutions or other organisations may also be subject to the privacy, ethics and research requirements of those institutions.

Photography and video recording may take place during MAAA events, workshops, educational programmes, site visits and other activities.

Such materials may be used, where appropriate, for:

• • Event documentation;
• • Educational purposes;
• • Association records;
• • Reports and publications;
• • Website content;
• • Social media;
• • Public communications; and
• • Promotion of MAAA's activities and objectives.

Where appropriate, participants will be informed that photography or recording is taking place.

Individuals with concerns regarding identifiable photography or recording should inform the event organiser.

Where specific consent is required by applicable law or the circumstances of the activity, MAAA will seek such consent.

Where MAAA offers products or paid programmes, we may collect information necessary to process the transaction, including:

• • Name;
• • Contact information;
• • Billing information;
• • Delivery address;
• • Order information; and
• • Transaction details.
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Payments may be processed through third-party payment providers.

MAAA may not directly receive or retain complete payment-card information where transactions are processed securely by an external payment provider.

The payment provider's own privacy policy and terms may apply to information processed through its systems.

Where you have requested updates or where otherwise permitted, MAAA may communicate with you regarding:

• • Association news;
• • Upcoming programmes;
• • Educational activities;
• • Events;
• • Research initiatives;
• • Publications;
• • Collaboration opportunities; and
• • Other relevant MAAA activities.
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Where applicable, you may request to stop receiving optional promotional or informational communications by following the unsubscribe instructions provided or by contacting MAAA.

Administrative communications necessary for membership, transactions or registered programmes may still be sent where required.

The MAAA website may use cookies and similar technologies to enable website functionality, improve performance, maintain security and understand website usage.

Cookies are small data files stored on a user's device or browser.

Depending on the website configuration, cookies may include:

• • Essential cookies;
• • Functional cookies;
• • Analytics cookies; and
• • Other cookies associated with third-party services.
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Where required, visitors may be provided with options to manage non-essential cookies.

You may also adjust cookie settings through your web browser. Disabling certain cookies may affect some website functions.

MAAA may use website analytics services to understand how visitors use our website.

Analytics information may include general information such as pages viewed, visitor numbers, approximate geographic region, device type and website interaction patterns.

Such information helps us improve website content, accessibility and user experience.

Where third-party analytics services are used, those providers may process information according to their own privacy policies and applicable contractual arrangements.

MAAA does not sell personal information.

We may disclose personal information where reasonably necessary to:

• • Service providers supporting our website or operations;
• • Payment processors;
• • Event venues and programme providers;
• • Delivery or logistics providers;
• • Universities and research institutions involved in approved collaborations;
• • Professional advisers;
• • Technology and cloud-service providers;
• • Government departments, regulators or authorities where legally required; and
• • Other parties where disclosure is authorised, necessary or permitted by applicable law.
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Where reasonably practicable, MAAA will seek to ensure that parties processing personal information on our behalf handle such information appropriately.

MAAA may collaborate with universities, researchers, institutions and organisations located outside Malaysia.

As a result, certain personal information may, where necessary and lawful, be transferred to or accessed from another jurisdiction.

Where cross-border processing occurs, MAAA will endeavour to apply appropriate safeguards and comply with applicable Malaysian requirements relating to the transfer of personal data outside Malaysia.

MAAA takes reasonable administrative, organisational and technical measures to protect personal information against risks including:

• • Unauthorised access;
• • Accidental loss;
• • Misuse;
• • Unauthorised disclosure;
• • Alteration; and
• • Destruction.
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However, no electronic transmission or storage system can be guaranteed to be completely secure.

Users should therefore take appropriate precautions when transmitting information online.

MAAA will endeavour to retain personal information only for as long as reasonably necessary to fulfil the purpose for which it was collected or to meet legal, regulatory, administrative, accounting, research or legitimate record-keeping requirements.

Different categories of information may be retained for different periods.

When personal information is no longer reasonably required, MAAA may securely delete, destroy or anonymise it, subject to applicable record-retention obligations.

We encourage individuals to provide accurate and current information.

If your personal information changes or you believe information held by MAAA is inaccurate, you may contact us to request an appropriate correction.

MAAA may take reasonable steps to verify the identity of the person making the request before changing personal records.

Subject to applicable Malaysian law and any lawful exceptions, individuals may contact MAAA regarding personal information held about them and may request access to or correction of such information where applicable.

MAAA may require sufficient information to:

• • Verify your identity;
• • Identify the relevant records; and
• • Process the request securely.
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Certain requests may be subject to limitations or exceptions permitted by law.

Where MAAA relies on consent to process particular personal information, you may contact us to withdraw that consent, subject to applicable legal or contractual restrictions.

Withdrawal of consent does not necessarily affect processing that occurred lawfully before the withdrawal.

Depending on the information concerned, withdrawing consent may affect MAAA's ability to provide a particular service, programme, membership function or activity.

MAAA's website is primarily intended for a general audience and is not designed specifically to collect personal information from children.

Where minors participate in educational programmes, events or activities, MAAA may implement appropriate registration, consent or supervision procedures depending on the nature of the programme and applicable requirements.

The MAAA website may contain links to third-party websites, social media platforms, universities, research organisations, government agencies or collaborating organisations.

These services operate independently from MAAA and may have their own privacy policies.

MAAA is not responsible for the privacy practices of an external website or platform merely because a link to it appears on our website.

We encourage users to review the privacy policies of third-party services before providing personal information.

Where an MAAA activity requires information of a sensitive nature, we will endeavour to limit collection to what is reasonably necessary and apply appropriate safeguards.

Where additional consent or another lawful basis is required for the processing of such information, MAAA will address those requirements according to the circumstances and applicable law.

MAAA may retain, use or disclose information where reasonably necessary to comply with:

• • Applicable Malaysian law;
• • Lawful requests from authorities;
• • Regulatory or administrative requirements;
• • Court orders or legal proceedings;
• • MAAA's obligations as a registered association; or
• • The protection of MAAA's lawful rights, property, systems or activities.
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Nothing in this Privacy Policy is intended to override MAAA's obligations under applicable Malaysian law or its registered constitution.

You may contact MAAA if you wish to:

• • Ask how your personal information is handled;
• • Request access to applicable personal information;
• • Request correction of inaccurate information;
• • Withdraw consent where applicable;
• • Raise a privacy concern;
• • Ask about communications you receive from MAAA; or
• • Make another request concerning your personal information.
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We may request reasonable information to verify your identity before processing a privacy-related request.

MAAA may update this Privacy Policy periodically to reflect changes in:

• • Malaysian law;
• • Association activities;
• • Website functionality;
• • Technology;
• • Research activities; or
• • Data-handling practices.
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The latest version will be published on the MAAA website together with its most recent update date.

We encourage visitors to review this Privacy Policy periodically.

This Privacy Policy shall be interpreted in accordance with applicable laws and requirements of Malaysia, including applicable Malaysian personal-data-protection requirements.

Nothing in this Privacy Policy is intended to limit any rights or obligations that cannot lawfully be excluded or restricted.