Privacy Policy

This policy explains how Summit International Events Sdn Bhd (SSM no. 202601038778) collects, uses and protects personal data for Summit MUN, in line with Malaysia's Personal Data Protection Act 2010 (PDPA).) collects, uses and protects personal data for Summit MUN, in line with Malaysia's Personal Data Protection Act 2010 (PDPA).

Data we collect

• Identity and contact: name (as it should appear on your certificate), date of birth, gender, nationality, country of residence, email address, WhatsApp number, and optional Facebook or Instagram handle.
• Education and attendance: school or university, council preferences, and, for observers, your relationship to the delegate (teacher, parent or guardian).
• Event logistics: T-shirt size, meal preference, and any allergy or health information you choose to give us.
• Payment records: amount, date and status of payment. Card details are entered with our payment provider and are not stored by us.
• Website data: basic technical and analytics data such as device type and pages visited.

What we use it for

• To process your registration, allocate councils and confirm your place.
• To send allocation emails, payment links and payment reminders.
• To run the conference, issue certificates and manage meals, merchandise and safety.
• To answer your questions and send important updates.
• To send information about future Summit MUN events, only where you have agreed.
• To meet legal, accounting and security obligations.

Who we share it with

We do not sell personal data. We share it only with providers that help us run the conference, under their own privacy terms:
• Our payment provider, to process payments.
• Our website host and form and email providers, to receive registrations and send emails.
• Spreadsheet and cloud tools we use to manage registrations.
• The venue, caterers and merchandise suppliers, limited to what they need (for example, meal preferences and headcounts).
• Authorities, where the law requires it.
Some of these providers store data outside Malaysia. We take reasonable steps to make sure your data stays protected.

How long we keep it

We keep registration and payment records for as long as needed to run the conference and to meet legal and accounting requirements, then delete or anonymise them. Contact us if you want your data removed sooner.

Your rights

Under the PDPA you may ask to access the personal data we hold about you, correct it, or withdraw your consent to its use. Withdrawing consent may mean we can no longer provide some services, such as holding your place.

Photograpghy

We may take photographs and video at the conference for promotion. Tell us in writing before the event if you do not want to appear.

Changes

We may update this policy, and the latest version is always on our website.