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Definitions
Key terms used in this policy are defined below to help clarify the scope of processing activities and the meaning of principal concepts.
Personal data means any information that relates to an identified or identifiable natural person, including identifiers such as name, email address, or other information that can be linked to an individual.
Processing means any operation performed on personal data, including collection, storage, retrieval, use, transmission, or deletion, whether automated or manual.
User refers to an individual who registers for, accesses, or interacts with the TerenVGuard platform, including employees of subscribing organizations and individual subscribers.
Service means the TerenVGuard.vip platform, related applications, support services, simulated phishing tools, training modules, analytics, and any ancillary features provided by TerenVGuard.
Cookies are small data files stored on a device by a web browser to retain stateful information used for site functionality, analytics, and preference storage.
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Data collection
We collect data that is necessary to provide and maintain the service, to manage accounts, to ensure platform security, and to comply with legal obligations. Data sources include information you provide, data collected automatically when you use the service, and data received from third parties.
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Data you provide
Examples of data that users or subscribing organizations provide directly when registering, configuring accounts, or interacting with support:
- Full name and contact details (email address, telephone number)
- Professional information such as job title, department, and employer name
- Account credentials and account preferences necessary to administer access
- Payment or billing information submitted for subscription management (handled by payment processor)
- Content uploaded by users, including training assignments, responses to assessments, and uploaded organization charts
- Support communications and incident reports provided to TerenVGuard support staff
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Automatically collected data
Information collected automatically when users interact with the platform includes technical and usage data to support operation, analytics, and security monitoring.
- IP address and general geographic region inferred from IP
- Device and browser information, operating system and software versions
- Usage logs, session timestamps, feature usage metrics and interaction events
- Cookies and similar identifiers used for session management and analytics
- Performance and diagnostic data including error reports and crash logs
- Aggregate or pseudonymized analytics derived from raw usage data
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Third-party data sources
We may receive data about you from third parties to the extent necessary to provide the service or for support and compliance purposes.
- Identity provider information when users authenticate via single sign-on providers
- Payment processors and billing service providers for subscription transactions
- Analytics and monitoring providers that supply aggregated usage statistics
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Purposes of processing
We process personal data for a limited set of operational, security, compliance and service-improvement purposes as outlined below.
- To provide, maintain and support the TerenVGuard platform and associated features
- To create and manage user accounts, authenticate access, and perform authorization checks
- To process billing, invoicing and subscription management through third-party payment processors
- To deliver training materials, assessments, simulated phishing campaigns and reporting to subscriber organizations
- To monitor and improve platform performance, usability and feature effectiveness using aggregated analytics
- To detect, contribute and mitigate security incidents, fraud, and other misuse of the service
- To comply with legal obligations, respond to lawful requests and protect legal rights
- To communicate service announcements, policy updates and technical information to users
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Legal bases for processing
We rely on appropriate legal bases for processing personal data, which may vary depending on the nature of the processing and the user’s location.
- Performance of a contract: processing required to provide the service and manage account relationships
- Consent: where users have given explicit consent for optional processing activities such as marketing communications
- Legal obligation: processing to comply with statutory or regulatory requirements
- Legitimate interests: for security, fraud prevention, platform integrity and analytics where such interests are not overridden by individual rights
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Cookies and tracking technologies
TerenVGuard uses cookies and similar technologies to enable core functionality, remember preferences, and collect analytics data necessary to operate and improve the platform.
Cookies used include session cookies for authenticated sessions, persistent cookies for preferences, and third-party cookies used by analytics providers. Cookies may be first-party (set by TerenVGuard.vip) or third-party.
Categories include strictly necessary cookies, performance/analytics cookies, and functionality cookies. Marketing cookies are not typically used except with explicit consent.
Users may manage cookie preferences through their browser settings and, where applicable, through consent controls provided on the platform. Disabling certain cookies may affect platform functionality.
View our Cookie Policy
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Data sharing and disclosure
TerenVGuard shares personal data only with parties necessary to operate the service, to comply with law, or as authorized by subscribing organizations. Disclosures are limited and controlled.
- Authorized service providers and subprocessors that perform services on our behalf (hosting, analytics, payment processing)
- Affiliated entities and partners involved in joint service offerings or platform integrations
- Professional advisors and auditors engaged in legal, tax or compliance reviews
- Law enforcement or regulatory authorities when disclosure is required by law or necessary to respond to legal requests
- Purchasers, successors or parties involved in a corporate transaction, subject to appropriate confidentiality safeguards
- Aggregated or anonymized data may be shared publicly or with partners for research and benchmarking purposes
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International transfers of data
Data processed in connection with the service may be transferred to and stored in countries outside the user’s country of residence. Transfers are driven by the location of data centers, service providers, and corporate operations.
Where transfers occur, TerenVGuard implements appropriate safeguards such as contractual measures, standard contractual clauses, access controls, and technical protections to maintain an adequate level of data protection.
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Data retention and deletion
Retention practices are designed to keep personal data only as long as needed for operational, legal, or compliance purposes and to delete or anonymize data when no longer required.
Account information is retained for the duration of the active account and, after account closure, for a period necessary to meet legal and contractual obligations and to resolve disputes.
User communications and support records are retained for a period required to address support matters and to meet regulatory or contractual requirements, subject to periodic review.
Security and activity logs are retained to support incident contribute and platform integrity. Retention periods reflect operational needs and applicable legal requirements.
Users may request account deletion or export of personal data where applicable. Deletion requests are processed in accordance with the account type and may require verification. Some data may be retained in backup or archival systems for a limited time as required by law.
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Security measures
TerenVGuard maintains a program of technical and organizational measures designed to protect personal data against unauthorized access, loss, misuse or alteration commensurate with the nature of the data and applicable legal requirements.
- Encryption of data in transit using TLS and encryption at rest for selected storage systems
- Role-based access controls, multi-factor authentication for administrative access, and regular access reviews
- Monitoring, logging and incident response procedures, along with periodic security testing and employee training
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Your data protection rights
Subject to local law, users may exercise certain rights in relation to their personal data. Requests may be directed to the contact listed below and will be handled in accordance with applicable legal standards.
- Right to access personal data we hold about you and to obtain a copy
- Right to request correction or rectification of inaccurate or incomplete data
- Right to request erasure of personal data where lawful grounds exist
- Right to request restriction of processing in certain circumstances
- Right to object to processing based on legitimate interests or for direct marketing
- Right to data portability where processing is based on consent or contract and carried out by automated means
- Right to withdraw consent at any time for consent-based processing (withdrawal does not affect processing already carried out)
- Right to lodge a complaint with a supervisory authority if you consider your data protection rights have been infringed
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Rights of EU data subjects
Where individuals are located in the European Union, the UK or EEA, certain additional rights and protections may apply under data protection laws such as the GDPR. TerenVGuard implements measures to support requests from data subjects covered by those laws.
TerenVGuard is based in Malaysia and provides an IT security awareness platform for professionals. We are committed to processing personal data in accordance with applicable data protection laws. Where processing activities involve the personal data of individuals located in the European Economic Area, the United Kingdom, or other jurisdictions that apply GDPR-equivalent rules, those provisions will apply in addition to local Malaysian law to the extent required by law.
- Types of personal data processed: contact details, job role, account credentials, usage logs, training completion records, and support communications.
- Purposes of processing: account administration, service delivery, security monitoring, training progress tracking, billing and support.
- Legal bases (where GDPR applies): performance of a contract, legitimate interests for platform security and service improvement, and compliance with legal obligations.
- Recipients and transfers: data may be shared with subprocessors for hosting, analytics, and payment processing. International transfers are managed under appropriate safeguards.
If you consider that processing of your personal data by TerenVGuard infringes applicable law, you may contact our data protection contact first for review. You also have the right to lodge a complaint with a supervisory authority in your jurisdiction if you remain dissatisfied after our response.
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Your privacy rights
Subject to local law, you may have the right to access, rectify, erase, restrict processing of, or obtain a copy of your personal data. You may also object to certain processing and request data portability where applicable. Requests should include sufficient detail to identify the requester and the scope of the request.
[email protected]
We aim to acknowledge data rights requests within 10 business days and to provide a substantive response within 30 days. Complex requests or those requiring identity verification may take longer; we will inform you if an extension is necessary.
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Marketing communications
TerenVGuard may send informational and promotional messages related to platform updates, new features, and industry events. Marketing communications are sent only to contacts who have opted in where required by law, or where there is another lawful basis for contact such as an existing business relationship.
Each marketing message contains an unsubscribe link. You may also contact [email protected] to request removal from marketing lists. Please allow up to 10 business days for processing.
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Children's privacy
TerenVGuard services are intended for professional users and organisations. We do not knowingly collect personal data from children under the age of 16. If we become aware that data of a minor was collected in error, we will take steps to delete it in accordance with applicable law.
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Third-party links
Our platform may contain links to third-party websites or services. TerenVGuard is not responsible for the privacy practices or content of those third parties. We recommend reviewing their privacy policies before providing any personal information.
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Changes to this privacy information
We review our privacy practices periodically. Material changes will be published on our website and, when appropriate, communicated to account administrators. Continued use of the service after a notice of changes indicates acceptance of the updated terms.