ViTrox Privacy Policy

Updated: 31 March 2024

Privacy Policy

At ViTrox, your privacy matters to us. This policy is designed to be your friendly guide to understanding how we handle your personal information. We want to build trust and transparency with you, so we'll explain what data we collect, how we use it, and the steps to keep it safe. By reading this, you'll be empowered to make informed decisions about sharing your information with us while ensuring we follow all relevant privacy laws and regulations.

Who are we?

We are ViTrox Corporation Berhad 200401011463 (649966-K)., and we, along with our affiliates, associates, subsidiaries, and related corporations under the meaning of Companies Act 2016, are collectively referred to as "ViTrox," "we," "us," or "our." This Privacy Policy is intended for individuals like you who interact with us but are not part of our organisation. Whether you're an employee of our customers or vendors, a user of our products or services, a collaboration partner, an applicant for employment, or simply a visitor to our websites or premises, this policy is for you ("you").

We hope this makes our privacy practices more approachable and easier to understand. If you have any questions or concerns, please don't hesitate to reach out to us. Your privacy is our priority!

In this Policy, we will cover

  1. The information we collect and methods of collection.
  2. How we process the information you provided with care.
  3. Keeping your information safe and sound while upholding your rights as our priority.
  4. Other relevant information

By using our Website, you acknowledge and, therefore agree to this Policy.

1.0 Collection of Personal Data

We believe in transparency and ensuring your data's safety. In this section, we'll dive into the specifics of what we collect and how we do it.

1.1 What We Collect

Among the types of personal data (hereinafter referred to as “Personal Data”) we will collect from you will be as follows:

1.1.1 General Personal Data
We're here to make things personal, but always with your consent! We might collect:
  1. Personal information: name, alias, photo, date of birth, age, and other information.
  2. Contact information: Company name, contact address, telephone number, fax number, email information, or any other way to contact you. If you're here as a company employee, we may also collect your name, job title, photo, company phone number, and company email address.
  3. Expertise and social information: Educational background, research field, languages, professional skills or expertise, employment records, current occupation, qualifications, certifications, work experience, and any memberships in trade unions or associations. Plus, any connections you have with other individuals or institutions.
  4. Consent records: We keep records of your consent, including when, how, and what you consented to.
  5. Payment Information: Your billing address and payment details, like bank information or credit card data, but only when necessary.
  6. Transaction Information: Information regarding purchases facilitated by us, including but not limited to the V-ONE subscriptions.
  7. Information related to ViTrox’s website: Technical stuff like device types, operating systems, browser types, settings, IP addresses, language settings, and when you visit our site. We also store your username, password, and encryption login for added security.
  8. Perspective and opinions: Any feedback or views you share with us or post about ViTrox on social media.
  9. Others: For example, if your family or close relatives have worked with us, we may collect their info, too.
1.1.2 Sensitive Personal Data
Some of the personal data that we process may include what is defined as 'sensitive personal data' under the Personal Data Protection Act 2010 and these include, but not restricted to: Race, Religion, Health, Records of misconduct and disciplinary action, Records of criminal offence.

Your sensitive data is safe with us! We only collect and process it under specific circumstances and always in accordance with the law. Here's when we might handle sensitive data:
  1. Compliance: To meet legal requirements and regulations.
  2. Crime Prevention: When necessary to detect or prevent crimes.
  3. Legal Rights: To uphold and protect ViTrox's legal rights or those of relevant parties.
  4. With Your Consent: We will not release your sensitive personal data to a third party without your explicit consent unless it is necessary to protect our legitimate interests or when compelled by law.
If you provide Sensitive Personal Data to ViTrox, ensure you have the legal right to share it with us. Your trust means everything to us!

1.1.3 E-Invoice Data
In conjunction with the Inland Revenue Board of Malaysia (IRBM)’s latest e-Invoicing implementation, ViTrox may collect additional data necessary for billing and transaction purposes from our vendors, customers, and/or business partners. This may include personal information, contact details, Tax Identification Number (“TIN”), transaction details, invoice amounts, product or service descriptions, and such other relevant information.

1.2 How We Collect Your Personal Data

At ViTrox, we're all about making it easy to understand how we collect your data, always with a friendly touch. We gather your Personal Data from various sources:

  1. Data Provided by You: You take the lead here! We get your info when you reach out to us through email or phone calls, fill in details on our Contact Us page, fill in details in our enquiry forms, share your business card, and so on. If you're applying for a job with us, we collect your info there too. We obtain Personal Data that what has been provided by you.
  2. Data We Get in Person: Sometimes, it's all about face-to-face. We collect your Personal Data during our business interactions, research and development collaborations, trade shows, or any other business-related activities. You might also be the contact person for such collaborations.
  3. Data You Share Publicly: We respect your choices. If you choose to make your Personal Data public, whether on social media or through public posts related to us, we may collect it.
  4. Data from Third Parties: Interacting with third-party content or ads on our site. We might receive your Personal Data from those third-party providers. We also obtain data from other third parties like credit reference agencies and law enforcement authorities when necessary.
  5. Data from Commercial Transactions: In the course of performing or completing commercial transactions, we may gather additional information necessary for billing, invoicing, and fulfilling contractual obligations. This information comes from documents such as quotations, purchase orders, purchase contracts, sales orders, customer application form, vendor registration form, and service agreements and so on. It includes transaction details, payment information, and other pertinent data crucial for the smooth execution of business transactions.

1.3 Information Collected from Minors

We do not intentionally collect personal data relating to minors, except for specific purposes such as enrolling them in ViTrox Academy Sdn Bhd and/or ViTrox College studies and/or programmes, applying for scholarships, bursaries, financial assistance, and other academic, educational or student welfare purposes. To make this process clearer, if you are a parent or legal guardian, please ensure that minors under your care do not submit personal data to us, except for the purposes mentioned above. By involving minors in these processes, you are providing consent for the processing of their personal data, agreeing to be bound by this policy, and taking responsibility for their actions.

2.0 Personal Data Processing and The Legal Basis of Processing

2.1 Why We Process Your Data

At ViTrox, we are all about the professional touch with a friendly tone. Let's dive into how we process your Personal Data.

  1. For ViTrox’s business dealings and operations: We process your data to run our business smoothly. This includes providing our solutions and services, staying in touch with you for communication and marketing, managing our suppliers, ensuring ViTrox's security and system is tip-top, gathering feedback on our products and services, improving and developing what we offer, recruiting talented individuals, recruiting students, and all the other essential functions.
  2. For legal obligations: Processing your data helps us meet legal obligations. This could involve investigations and compliance to fulfil statutory requirements, following the law's provisions, and defending our legal rights when needed.
  3. For IRBM’s e-Invoice Implementation: We process your data to ensure the requirements set by the IRBM. In line with the IRBM’s implementation of e-Invoicing, we are obliged to issue and submit e-Invoice for validation by IRBM. This process involves the collection of necessary transaction data, which is submitted in electronic invoice format.
  4. For other necessary purposes: We process your data to serve the public interest, prevent potential risks to life, liberty, or property, and safeguard the rights and interests of everyone. And, of course, we always do this with your consent in mind, respecting your rights.

2.2 Legal Bases for Personal Data Processing

We also would like to make sure that we cover the legal grounds for processing your Personal Data:

  1. Contractual Obligation: We are on it when it is essential to use your info to fulfil our obligations under a contract with you.
  2. Legitimate Interest: We use your info to further our legitimate interests, including but not limited to:
    1. Providing top-notch customer service and improving our products and services.
    2. Attracting and retaining talented employees.
    3. Attracting potential students and managing student applications.
    4. Growing our business through strategic marketing.
    5. Keeping our customers, staff, and property safe.
    6. Handling legal matters, including protecting our legal rights.
  3. e-Invoicing Implementation: The lawful basis for collecting e-Invoice data is primarily rooted in the legal obligation to adhere to regulatory requirements set by the IRBM.
  4. Legal Obligation: We use your info when it's necessary to comply with laws, regulations, law enforcement, government actions, and legal proceedings.
  5. Consent: Your consent is vital. When the law requires it, we handle personal data based on your implied or express consent. You can withdraw your consent anytime, and it won't affect the previous lawful processing. To withdraw, just contact us at

2.3 International Transfer of Personal Data

We want to assure our users that, when applicable, appropriate measures are taken to protect personal data during international transfers. These measures adhere to the highest standards of data protection, providing users with the confidence that their information is safeguarded regardless of its location.

Your trust is our driving force!

3.0 Safeguarding Your Personal Data and Your Rights

Your security and rights are our priority at ViTrox. Let's delve into how we protect your data and what rights you have, in a professional yet friendly manner.

3.1 Data's Security

Keeping You Safe:

To safeguard your personal data from unauthorised access, collection, use, disclosure, processing, copying, modification, disposal, loss, misuse, modification or similar risks, we have introduced appropriate administrative, physical and technical measures such as:

  1. Restricting access to personal data to individuals who require access;
  2. Maintaining technology products to prevent unauthorised computer access; and/or
  3. Implementing other security measures as required by applicable law.

You should be aware, however, that no method of transmission over the Internet or method of electronic storage is completely secure. While security cannot be guaranteed, we strive to protect the security of your information and are constantly reviewing and enhancing our information security measures.

Your Role: If you have an account for our services like VCare or V-ONE, here's a friendly tip: Keep your passwords updated regularly. Help us by keeping your account usernames and passwords confidential. If you ever suspect unauthorised access or credential disclosure, do feel free to reach out to us at

3.2 How We Store Your Data

To keep things in order, your Personal Data might be stored in hard copies or on servers, either operated by us or our trusted service providers. We will retain your personal data for as long as necessary to fulfil the purposes for which it was collected and to comply with legal requirements.

3.3 Exploring Other Services

Our services might link you to third-party websites and applications. Keep in mind that we can't control their privacy practices. When you leave our services, take a moment to read the privacy policies of the sites you visit.

3.4 Your Rights and Choices

You have the right to access, correct, and even remove the Personal Data you provide. If you want to make changes, just drop us a note in writing or via email to ViTrox's Marcom Department at or the person in charge of the project (mention the project name in the email subject). We'll get back to you as soon as possible, in line with the law.

4.0 Changes To This Policy

We're always adapting to improve. Here's how we handle changes to our policy:

We reserve the right to update this Policy as needed, whether due to legal changes, updates to our services, or technological advancements. Keep an eye on this page for any updates. By continuing to use our services after we make changes, you signify your acceptance of the updated terms.

5.0 Cookies and Third-Party Data

We use cookies and similar tracking technologies to collect information about your use of our website. This information helps us improve the user experience and deliver targeted advertising. You can control the use of cookies by adjusting your browser settings. We may also collect personal data from third-party sources, such as social media platforms. We will only do so with your consent or if it is permitted by law.

6.0 Contact Information for Data Protection Inquiries

If you have any questions about our policy, or if you wish to exercise your rights under the Personal Data Protection Act 2010, feel free to reach out to us via email at We are here to help!