Privacy Policy

Last Updated: May 2026

This Privacy Policy also serves as our Personal Data Protection Notice and explains how SPARX SYSTEMS SOFTWARE SDN. BHD. operating as Sparx Systems Malaysia (referred to as “SSMY”, “We”, “Our”, or “Us”) collects, uses, stores, discloses, and protects personal data when you visit our website, contact us, submit a form, request information, purchase products, register for services, or interact with us.

Sparx Systems Malaysia is committed to handling personal data responsibly and in accordance with applicable personal data protection laws in Malaysia, including the Personal Data Protection Act 2010 (PDPA), where applicable.

By using this website or submitting your personal data to us, you acknowledge that you have read and understood this Privacy Policy.

1. Company Information

This website is operated by:

Sparx Systems Malaysia
Legal Name: SPARX SYSTEMS SOFTWARE SDN. BHD.
SSM Registration No: 202601003466 (1665563-K)

Business Address:
UNIT A-9-12, SENADA RESIDENCE,
JALAN BUKIT KIARA 1,
BUKIT KIARA,
KUALA LUMPUR,
W.P. KUALA LUMPUR, MALAYSIA

Ph: +60 011 1791 5224
Email: sales@sparxsystems.my

For privacy-related questions or requests, you may contact us using the email address above.

2. Personal Data We May Collect

We may collect personal data that you voluntarily provide to us when you interact with our website, contact forms, email communications, product enquiries, demo requests, training registrations, licensing enquiries, support requests, or related services.

This may include:

  • Name
  • Company or organisation name
  • Job title or department
  • Business email address
  • Phone number
  • Country, state, or business location
  • Product or service interests
  • Enquiry details submitted through website forms
  • Training, consulting, support, or licensing requirements
  • Billing, invoicing, or transaction-related information, where applicable
  • Communication records between you and Sparx Systems Malaysia

We may also collect limited technical information when you use our website, including:

  • IP address
  • Browser type and version
  • Device type
  • Pages visited
  • Date and time of visit
  • Referring website or campaign source
  • Website usage and interaction data
  • Website usage and technical information, where applicable

We do not intentionally collect sensitive personal data unless it is necessary for a specific lawful purpose and you have provided it voluntarily.

3. How We Collect Personal Data

We may collect personal data through the following methods:

  • Website contact forms
  • Demo request forms
  • Product enquiry forms
  • Training or consulting registration forms
  • Email communications
  • Phone or online meetings
  • Customer support interactions
  • Business development and sales communications
  • Newsletter or marketing sign-ups
  • Website analytics tools
  • Website usage, analytics, and technical monitoring tools, where applicable
  • Product purchase, renewal, or service delivery processes

Where you provide personal data on behalf of your organisation or another individual, you confirm that you are authorised to provide such information.

4. Purposes for Processing Personal Data

We may collect, use, and process personal data for the following purposes:

  • To respond to enquiries submitted through our website
  • To provide information about Enterprise Architect, Prolaborate, Pro Cloud Server, and related Sparx Systems products or services
  • To process product licensing, renewals, quotations, purchases, and service requests
  • To arrange product demonstrations, consultations, training, or support sessions
  • To deliver professional services, including consulting, implementation, integration, training, and platform support
  • To manage customer, reseller, partner, or prospect relationships
  • To issue quotations, invoices, receipts, or transaction-related documents
  • To provide technical, product, or service-related assistance
  • To send relevant business communications, updates, or marketing information where permitted
  • To improve our website, content, services, and user experience
  • To monitor website performance, security, and usage trends
  • To comply with legal, regulatory, tax, accounting, or business record requirements
  • To protect our rights, systems, users, business operations, and website security

We will only process personal data for lawful and reasonable purposes related to our business operations.

5. Marketing Communications

Where permitted by law, and where you have provided consent or where there is an existing business relationship or legitimate business context, we may use your business contact information to send relevant updates about Sparx Systems Malaysia products, services, events, training, webinars, licensing, renewals, or related professional content.

You may opt out of marketing communications at any time by:

  • Using the unsubscribe option in our email communications, where available; or
  • Contacting us at sales@sparxsystems.my

Even if you opt out of marketing communications, we may still send you important service-related, transactional, licensing, renewal, support, or administrative communications.

6. Disclosure of Personal Data

We do not sell personal data.

We may disclose personal data only where necessary for legitimate business, operational, legal, or service-related purposes. This may include disclosure to:

  • Sparx Systems-related entities, distributors, partners, or authorised representatives where required to fulfil your enquiry or service request
  • Technology, hosting, CRM, email, analytics, payment, or IT service providers
  • Professional advisers, auditors, accountants, insurers, or legal representatives
  • Payment processors, banks, or financial service providers, where applicable
  • Training, consulting, implementation, or support delivery partners
  • Government authorities, regulators, law enforcement bodies, or courts where required by law
  • Any party involved in protecting our legal rights, website security, business operations, or users

Where we engage third-party service providers, we take reasonable steps to ensure they process personal data only for authorised purposes and maintain appropriate security measures.

7. Cross-Border Data Transfers

Some of our service providers, technology platforms, cloud systems, or business partners may process or store personal data outside Malaysia.

Where personal data is transferred outside Malaysia, we will take reasonable steps to ensure that appropriate safeguards are in place and that the data is handled in accordance with applicable personal data protection requirements.

8. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including business, operational, legal, tax, accounting, reporting, security, and compliance purposes.

Retention periods may vary depending on the type of data and the reason it was collected. For example, enquiry records, customer communications, quotation records, licensing details, invoices, and support records may be retained for a reasonable period to support business continuity, legal obligations, and customer service requirements.

When personal data is no longer required, we will take reasonable steps to securely delete, anonymise, or restrict access to it.

9. Security of Personal Data

We take reasonable administrative, technical, and organisational measures to protect personal data against unauthorised access, misuse, loss, disclosure, alteration, or destruction.

These measures may include access controls, secure systems, restricted internal access, service provider checks, and reasonable monitoring of website and system activity.

However, no method of online transmission, website operation, email communication, or electronic storage is completely secure. While we take reasonable steps to protect personal data, we cannot guarantee absolute security against every possible cyber incident, unauthorised access, or technical failure.

10. Accuracy of Personal Data

We aim to keep personal data accurate, complete, and up to date where necessary for the purposes for which it is processed.

You are responsible for ensuring that the personal data you provide to us is accurate and current. If your information changes, you may contact us to request an update.

11. Your Rights

Subject to applicable laws and verification of identity, you may have the right to:

  • Request access to personal data we hold about you
  • Request correction of inaccurate, incomplete, or outdated personal data
  • Withdraw consent for certain processing activities, where processing is based on consent
  • Request that we stop using your personal data for direct marketing
  • Ask questions about how your personal data is collected, used, disclosed, or retained

To make a request, please contact us at: sales@sparxsystems.my

We may request additional information to verify your identity before processing your request. We will respond within a reasonable timeframe and in accordance with applicable legal requirements.

12. Payment and Transaction Information

Where online payments, invoicing, or transaction-related services are made available, payment information may be processed through authorised payment processors, banks, or financial service providers.

Sparx Systems Malaysia does not intentionally store full payment card details on this website unless expressly stated. Payment processing may be handled by third-party providers subject to their own security and compliance practices.

Users should review the terms and privacy policies of any payment platform or third-party transaction service used during the payment process.

13. Website Monitoring and Security

We may monitor website activity, form submissions, communications, technical logs, and system usage where reasonably necessary to:

  • Maintain website functionality
  • Protect against fraud, misuse, spam, unauthorised access, or security threats
  • Troubleshoot technical issues
  • Improve website performance
  • Enforce website terms and policies
  • Comply with legal or regulatory requirements

We reserve the right to restrict access, remove inappropriate submissions, or take necessary action where website use violates applicable laws, security requirements, or acceptable use standards.

14. External Links and Third-Party Websites

Our website may contain links to external websites, platforms, tools, or resources operated by third parties.

These links are provided for convenience and informational purposes only. Sparx Systems Malaysia does not control third-party websites and is not responsible for their privacy practices, content, security, accuracy, or availability.

When you leave our website, we encourage you to review the privacy policy and terms of the external website you are visiting.

15. Third-Party Products and Services

Our website may refer to products, services, documentation, platforms, or resources provided by third parties, including technology providers, integration partners, or related service providers.

Such references do not necessarily imply endorsement unless expressly stated. Any use of third-party products, platforms, or services may be subject to the terms, privacy policies, and security practices of the relevant third party.

16. Limitation of Liability Related to Website Use

We take reasonable steps to maintain the accuracy, security, and availability of this website. However, the website and its content are provided on an “as available” basis.

To the fullest extent permitted by law, Sparx Systems Malaysia shall not be liable for losses arising from:

  • Temporary website unavailability
  • Technical interruptions
  • Transmission delays
  • User device or internet connection issues
  • Errors, omissions, or outdated website content
  • Unauthorised access caused by factors beyond our reasonable control
  • Third-party website content, platforms, or services linked from this website

Nothing in this Privacy Policy excludes liability that cannot be excluded under applicable law.

17. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our website, services, business operations, legal requirements, or data protection practices.

The updated version will be published on this page with the revised “Last Updated” date. We encourage users to review this page periodically.

18. Contact Us

For questions, requests, or concerns about this Privacy Policy or how your personal data is handled, please contact:

Sparx Systems Malaysia
Legal Name: SPARX SYSTEMS SOFTWARE SDN. BHD.
Registration No: 202601003466 (1665563-K)

Address: UNIT A-9-12, SENADA RESIDENCE, JALAN BUKIT KIARA 1, BUKIT KIARA, KUALA LUMPUR, W.P. KUALA LUMPUR, MALAYSIA

Ph: +60 011 1791 5224
Email: sales@sparxsystems.my