1. Introduction

This Privacy Notice is issued in compliance with the Personal Data Protection Act 2010 (Act 709), its 2024 amendments, and related regulations.

It applies to all clients, customers, contractors, subcontractors, vendors, and prospective business partners (“you”, “your”).

This notice explains how your personal data is collected, used, processed, stored, and protected by us.

Mandarin Re LTD and its affiliated companies (“Mandarin Re”, “we”, “us”, “our”) include all entities operating within or outside Malaysia under mandarinre.com.

2. Role of Data Controller / Processor

Depending on the nature of our relationship with clients, cedants, brokers, and business partners, Mandarin Re may act as:

• Data Controller (Data User)

• Data Processor

Where we act as a data processor, personal data is processed strictly according to contractual obligations and instructions from the relevant data controller.

3. Collection of Personal Data

We collect and process your personal data during current or future dealings with us in order to provide our services and fulfill business obligations.

4. Types of Personal Data

We may collect and process:

• Full name

• National identity card number

• Passport number

• Gender

• Mobile and landline phone numbers

• Email address

• Images, recordings, and photographs

• Sensitive personal data (including medical or health information where necessary for underwriting, claims handling, or risk assessment)

• Personally Identifiable Information (PII) under international privacy standards

5. Purpose of Collection

Your personal data may be used for purposes including:

• Internal records and administration

• Service delivery and business operations

• Communication via website, email, phone, WhatsApp, forms, or other channels

• Legal, tax, and regulatory compliance

• Underwriting and risk assessment

• Policy and portfolio management

• Claims handling and settlement

• Fraud prevention and investigation

• Actuarial analysis and modelling

• Retrocession and risk transfer arrangements

• Compliance with Labuan FSA and other authorities

For security, quality assurance, and training purposes, phone calls may be recorded.

6. Sources of Personal Data

Direct sources:

• Business cards

• Website registrations and forms

• Product or service purchases

• Uploaded documents and communications

Third-party sources:

• Credit reference agencies

• Banks and regulators

• Legal representatives

• Insurance and reinsurance brokers

• Cedant insurers

• Claims handlers and investigators

• Medical professionals

• Reinsurers and retrocessionaires

7. Disclosure of Personal Data

Your personal data may be shared with:

• Cedant insurers and policyholders

• Brokers and intermediaries

• Affiliated companies

• Security and fraud prevention providers

• Auditors, lawyers, consultants, and regulators

• Governmental or legal authorities where required by law

Where necessary, we will obtain your consent before disclosing data for marketing or other non-essential purposes.

All third parties receiving personal data are required to maintain confidentiality and comply with applicable data protection laws.

8. Security of Personal Data

We implement strict technical and organizational security measures including:

• SSL/TLS encryption (Let’s Encrypt certificates)

• Encrypted cloud storage

• Secure transmission protocols

• Restricted access controls

Non-electronic submissions are also handled under strict internal procedures.

9. Cookies

We use cookies to:

• Recognize users and devices

• Analyze traffic and user preferences

• Improve website functionality and experience

• Enable secure form submissions

• Support analytics and advertising personalization

You may manage cookies through your browser settings, although disabling cookies may affect website functionality.

More information: https://www.allaboutcookies.org

10. International Data Transfers

Your personal data may be transferred, stored, or processed outside Malaysia, including in jurisdictions where our affiliates, service providers, reinsurers, or retrocessionaires operate.

We take reasonable measures to ensure appropriate safeguards are implemented for cross-border transfers.

11. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes outlined in this notice, including:

• Legal and regulatory obligations

• Accounting and audit requirements

• Long-tail insurance and reinsurance claims

12. Marketing and Promotional Communications

We do not sell or rent your personal data to third parties.

Where permitted by law or with your consent, we may send communications relating to:

• Products and services

• Promotions and special offers

• Events and announcements

• Other relevant marketing information

Communications may be sent via:

• Email

• SMS

• Telephone calls

• Social media

• Other appropriate channels

You may opt out at any time by:

• Clicking the unsubscribe link in emails

• Updating account preferences

• Contacting us directly

Please note that transactional or account-related communications may still be sent even after opting out of marketing.

13. Your Obligations

You are responsible for ensuring that all personal data provided to us is accurate, complete, and up to date.

Failure to provide required information may affect our ability to provide services and may result in termination of the business relationship.

14. Your Rights

Subject to applicable laws, you have the right to:

Access Your Data

Request access to personal data processed by us.

Correct Your Data

Request correction or updates to inaccurate, incomplete, or outdated information.

Restrict Processing

Withdraw consent or limit processing of your personal data, including for direct marketing purposes.

Requests may be submitted through the official Data Access Request Form.

15. Changes to this Privacy Notice

We reserve the right to amend this Privacy Notice at any time without prior notice.

Updated versions will be published on our website.

16. Acknowledgement and Consent

By engaging with us or providing personal data, you confirm that:

• You have read and understood this Privacy Notice

• You consent to the collection, processing, disclosure, transfer, and use of your personal data as described herein

You may withdraw your consent at any time through written notice or the relevant forms available on our website.

17. Contact Information

Head Office

Main Office Tower, Financial Park Labuan
Jalan Merdeka, 87000
Federal Territory of Labuan, Malaysia

Kuala Lumpur Office

Unit Level 11 (D)
C4-3A-12, Solaris Dutamas
No. 1, Jalan Dutamas 1
50480 Kuala Lumpur, Malaysia

Phone: +60 3 9213 1577
Email: info@mandarinre.com

Note: In the event of any inconsistency, the English version of this Privacy Notice shall prevail over the Bahasa Malaysia version.

1. Pengenalan

Notis ini dikeluarkan selaras dengan Akta Perlindungan Data Peribadi 2010 (Akta 709), Akta Pindaan 2024, serta peraturan berkaitan.

Ia terpakai kepada semua pelanggan, kontraktor, sub-kontraktor, vendor dan bakal pelanggan (“Anda”).

Notis ini menerangkan bagaimana data peribadi Anda dikumpul, digunakan, diproses, disimpan dan dilindungi oleh kami.

Mandarin Re LTD dan syarikat berkaitannya (“Mandarin Re”, “kami”) merujuk kepada semua entiti di bawah kumpulan korporat mandarinre.com.

Dalam operasi reinsurans, kami boleh bertindak sebagai:

• Pengguna Data (Data User / Data Controller) atau

• Pemproses Data (Data Processor)

bergantung kepada hubungan perniagaan dengan pihak berkaitan.

2. Pengumpulan Data Peribadi

Kami mengumpul dan memproses data peribadi Anda untuk tujuan urusan semasa dan masa hadapan berkaitan perkhidmatan dan operasi perniagaan kami.

3. Jenis Data Peribadi

Kami mungkin mengumpul dan memproses:

• Nama penuh

• Nombor Kad Pengenalan

• Nombor Pasport

• Jantina

• Nombor telefon bimbit dan rumah

• Alamat e-mel

• Gambar dan rakaman

• Data peribadi sensitif (contohnya maklumat kesihatan bagi tujuan tuntutan dan pengunderaitan)

• Maklumat Pengenalan Peribadi (PII) mengikut piawaian antarabangsa

4. Tujuan Pengumpulan Data

Data Anda digunakan bagi tujuan termasuk tetapi tidak terhad kepada:

• Rekod rasmi dalaman

• Penyediaan perkhidmatan

• Urusan perniagaan dan mesyuarat

• Komunikasi melalui laman web, e-mel, telefon, WhatsApp, dan borang dalam talian

• Pematuhan undang-undang, cukai dan dokumentasi

• Penilaian risiko dan pengunderaitan

• Pengurusan portfolio reinsurans

• Pengendalian dan penyelesaian tuntutan

• Pencegahan dan pengesanan penipuan

• Analisis aktuari dan statistik

• Retrocession dan pemindahan risiko

• Pematuhan kepada Labuan FSA dan pihak berkuasa berkaitan

Nota: Panggilan telefon mungkin dirakam bagi tujuan keselamatan, latihan dan jaminan kualiti.

5. Sumber Data Peribadi

Kami boleh memperoleh data peribadi daripada:

Sumber langsung:

• Kad perniagaan

• Pembelian produk atau perkhidmatan

• Akaun dan borang laman web

• Dokumen atau maklumat yang dimuat naik

Pihak ketiga:

• Agensi rujukan kredit

• Bank dan badan kawal selia

• Wakil undang-undang

• Syarikat insurans (cedant)

• Broker insurans dan reinsurans

• Pelaras kerugian dan pengendali tuntutan

• Profesional perubatan

• Reinsurer dan retrocessionaire lain

6. Pendedahan Data Peribadi

Data Anda mungkin dikongsi dengan:

• Pembekal perkhidmatan dan rakan operasi

• Syarikat dalam kumpulan korporat

• Pihak keselamatan dan pencegahan penipuan

• Pihak berkuasa undang-undang dan kawal selia

• Aktuari, juruaudit, peguam dan perunding profesional

• Labuan FSA dan/atau Bank Negara Malaysia

Kami akan mendapatkan persetujuan Anda terlebih dahulu sekiranya pendedahan diperlukan untuk tujuan pemasaran atau tujuan lain yang tidak berkaitan secara langsung.

Semua penerima data diwajibkan mematuhi kerahsiaan dan undang-undang perlindungan data yang berkaitan.

7. Keselamatan Data

Kami menggunakan langkah keselamatan teknikal dan organisasi termasuk:

• Enkripsi SSL/TLS (Let’s Encrypt)

• Sistem storan awan yang disulitkan

• Kawalan akses ketat

• Protokol keselamatan dalaman

Data yang dihantar melalui platform elektronik dan bukan elektronik dilindungi melalui prosedur keselamatan yang sesuai.

8. Penggunaan Cookies

Cookies digunakan untuk:

• Mengenali pengguna dan peranti

• Memahami minat dan pilihan pengguna

• Analitik dan pengukuran keberkesanan laman web

• Penyesuaian kandungan dan iklan

• Keselamatan dan pengesahan borang

• Meningkatkan pengalaman pengguna

Anda boleh mengurus atau memadam cookies melalui tetapan pelayar (“browser”) Anda.

Maklumat lanjut: https://www.allaboutcookies.org

9. Pemindahan Data Peribadi

Disebabkan sifat global industri reinsurans, data peribadi Anda mungkin dipindahkan ke luar Malaysia termasuk kepada:

• Syarikat berkaitan

• Reinsurer dan retrocessionaire antarabangsa

• Penyedia perkhidmatan luar negara

Kami memastikan perlindungan sewajarnya melalui langkah keselamatan dan kewajipan kontrak.

10. Penyimpanan Data

Data peribadi hanya akan disimpan selama diperlukan untuk memenuhi tujuan pemprosesan, termasuk:

• Pematuhan undang-undang

• Audit dan keperluan kawal selia

• Tuntutan insurans dan reinsurans jangka panjang

11. Pemasaran dan Promosi

Kami tidak menyewa atau menjual data Anda kepada pihak ketiga untuk tujuan pemasaran.

Dengan persetujuan Anda atau apabila dibenarkan oleh undang-undang, kami mungkin menghantar:

• Maklumat produk dan perkhidmatan

• Promosi dan tawaran khas

• Jemputan acara

• Komunikasi pemasaran lain yang berkaitan

Komunikasi boleh dihantar melalui:

• E-mel

• SMS

• Telefon

• Media sosial

• Saluran komunikasi lain yang bersesuaian

Anda boleh berhenti menerima komunikasi pemasaran dengan:

• Menekan pautan “unsubscribe”

• Mengemas kini tetapan akaun

• Menghubungi kami secara langsung

12. Obligasi Anda

Anda bertanggungjawab memastikan semua data yang diberikan adalah tepat, lengkap dan terkini.

Kegagalan memberikan data yang diperlukan boleh menyebabkan perkhidmatan tidak dapat disediakan atau hubungan perniagaan ditamatkan.

13. Hak Anda

Anda mempunyai hak untuk:

Mengakses Data

Memohon akses kepada data peribadi yang diproses oleh kami.

Membetulkan Data

Meminta pembetulan atau kemas kini data yang tidak tepat atau tidak lengkap.

Mengehadkan Pemprosesan

Menarik balik persetujuan atau mengehadkan pemprosesan data termasuk bagi tujuan pemasaran langsung.

Permohonan boleh dibuat melalui “Data Access Request Form”.

14. Perubahan Polisi

Kami berhak mengubah Notis Data Peribadi ini dari semasa ke semasa tanpa notis awal.

Versi terkini akan diterbitkan di laman web rasmi kami.

15. Persetujuan dan Pengakuan

Dengan menggunakan perkhidmatan kami atau memberikan data peribadi kepada kami, Anda:

• Mengesahkan bahawa Anda telah membaca dan memahami notis ini

• Bersetuju dengan pengumpulan, penggunaan, pemprosesan dan pendedahan data peribadi sebagaimana dinyatakan di sini

Anda boleh menarik balik persetujuan pada bila-bila masa melalui notis bertulis atau borang di laman web kami.

16. Pertanyaan dan Aduan

Head Office

Main Office Tower, Financial Park Labuan
Jalan Merdeka, 87000
Federal Territory of Labuan, Malaysia

Kuala Lumpur Office

Unit Level 11 (D)
C4-3A-12, Solaris Dutamas
No. 1, Jalan Dutamas 1
50480 Kuala Lumpur, Malaysia

Telefon: +60 3 9213 1577
E-mel: info@mandarinre.com

Nota: Sekiranya terdapat percanggahan antara versi Bahasa Malaysia dan Bahasa Inggeris, versi Bahasa Inggeris akan diguna pakai.