1. Introduction
AcaraX is an event management platform operated by PFM GLOBAL VENTURES SDN. BHD (AcaraX). This Privacy Policy explains how we collect, use, store and protect personal data when you interact with our platform — including event registration, ticketing, check-in, certificate issuance, customer support and platform operation.
By using AcaraX services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy. If you do not agree, please discontinue use of the platform.
2. Information We Collect
Account Registration Data
- Full name, email address and phone number
- Password (stored in encrypted form)
- Role and organization name (for organizer accounts)
Event Registration Data
When participants register for events, the data collected depends on the event's registration form configured by the organizer. This may include:
- Full name, email address, phone number
- IC number or passport number (where required by the organizer)
- Company name, position, department
- Team/club name, coach/manager name, age group, category
- Meal preference, T-shirt size
- Emergency contact information
- Uploaded files such as profile photos or supporting documents
- Any other custom fields defined by the event organizer
Payment and Transaction Data
- Ticket type selected, quantity and price
- Payment status (pending, paid, failed, cancelled)
- Payment reference ID and platform fee
- Full payment credentials are handled by the payment gateway — AcaraX does not store card numbers or bank credentials
QR Ticket and Check-In Data
- Unique QR ticket code assigned per registration
- Check-in timestamp, gate name and staff name at the point of check-in
- Ticket status (valid, checked-in, cancelled)
e-Certificate Data
- Certificate serial number, issue date and revocation status
- Participant name as printed on the certificate
- Event details tied to the certificate
Usage and Technical Data
- Browser type, operating system and device information
- Pages visited, session duration and interaction logs
- IP address and approximate location (for analytics purposes)
3. How We Use Personal Data
AcaraX processes personal data for the following purposes:
- Processing event registrations and issuing QR e-tickets
- Enabling QR check-in and attendance tracking at event venues
- Generating and verifying e-certificates of attendance
- Providing payment processing infrastructure and transaction tracking
- Communicating with participants and organizers regarding their events
- Providing organizers with attendee data for their event management
- Generating event reports and attendance analytics for organizers
- Improving the AcaraX platform and resolving technical issues
- Complying with applicable laws and regulations
4. How We Share Data with Organizers
Event organizers have access to the registration data, payment status, check-in records and attendance reports for their own events. Organizers are responsible for handling participant data in accordance with applicable data protection laws, including the Personal Data Protection Act 2010 (PDPA) of Malaysia.
AcaraX does not sell personal data to third parties.
5. Data Retention
Personal data is retained for the duration necessary to fulfil the purposes described in this policy, including:
- Event registration data: retained for up to 2 years after the event date, or as directed by the organizer
- Payment transaction records: retained for up to 7 years for accounting and audit purposes
- e-Certificate records: retained indefinitely for verification purposes unless the organizer requests deletion
- Account data: retained until account deletion is requested
6. Data Security
AcaraX implements industry-standard technical and organizational measures to protect personal data, including:
- HTTPS encryption for all data transmitted to and from the platform
- Password hashing using industry-standard algorithms
- Access controls restricting data to authorized organizers and platform administrators
- Regular security reviews of the platform infrastructure
No system is completely immune to security risks. In the event of a data breach affecting your rights and freedoms, we will notify affected parties in accordance with applicable law.
7. Your Rights
Subject to applicable law, you have the right to:
- Access personal data we hold about you
- Request correction of inaccurate or incomplete data
- Withdraw consent to data processing (where applicable)
- Request erasure of your personal data (subject to legal retention obligations)
- Lodge a complaint with the relevant data protection authority
To exercise these rights, contact us at support@acarax.my.
8. Contact Information
For privacy-related inquiries, data access requests or concerns, please contact the AcaraX support team at support@acarax.my.
9. Policy Updates
This Privacy Policy may be updated from time to time. The "Last Updated" date at the top of this page reflects the most recent revision. Continued use of AcaraX after updates constitutes acceptance of the revised policy.