This is how TIMS collects, uses, retains, and deletes your personal data — mapped to Malaysian PDPA 2010, Singapore PDPA 2012, Indonesia PDP Law 2022, and the EU GDPR where relevant.
Last updated: 14 July 2026 · Data Protection Officer: privacy@tims.systemsandbox.cloud
The load-bearing table. This is exactly what happens when you use “Delete my account”.
| Category | What we store | Retention | On deletion |
|---|---|---|---|
Account identity Contract performance | Name, email, phone, profile photo Purpose: Authentication, notifications, marketplace identity | Purged on account deletion | Purged |
Authentication Contract performance | Password hash, session tokens, email verification Purpose: Log you in securely | Purged on account deletion | Purged |
Emergency profile (SOS) Explicit consent, vital interests | Blood type, allergies, insurance policy (encrypted), emergency contacts Purpose: First-responder access via NFC tap | Purged on account deletion | Purged |
Assessments (PRISM, TalentACE, WorkStyle, EQ Pulse) Explicit consent | Responses, computed scores, AI narratives Purpose: Personal insight, employer talent analytics (with consent) | Purged on account deletion; anonymised aggregate stats may persist | Purged |
Enrollments, sessions, certificates Contract performance | What you enrolled in, attendance, certificates issued Purpose: Track training completion, issue verifiable credentials | 7 years — required by Malaysian tax law + HRD Corp audits. Attached to an anonymised user shell after deletion. | Retained |
Payments, refunds Legal obligation (tax law) | Amount, gateway reference, receipt number, tax breakdown Purpose: Prove transactions to authorities and to you | 7 years — required by Malaysian tax law. Attached to an anonymised user shell. | Retained |
NFC card Contract performance | TIMS ID, activation history, scan logs Purpose: Verify physical card + rate-limit abuse | Card deactivated on account deletion. Scan logs retained 12 months for security investigations. | Redacted |
Programme enquiries / quotes Contract performance | Quote requests to providers, provider replies, conversation thread Purpose: B2B sales conversations | Provider retains for their own compliance; your identity anonymised in the thread after deletion. | Redacted |
Audit log Legitimate interest, legal obligation | Login events, permission changes, admin actions on your account Purpose: Security, fraud investigation, compliance | 2 years — organisation admin obligation under Malaysian PDPA s.9. | Retained |
Support tickets Contract performance | Messages you sent to TIMS support Purpose: Resolve your issue, improve service | Purged on account deletion; anonymised summaries may be retained for pattern analysis. | Purged |
Notifications, library items, cookie prefs Contract performance | In-app notifications, bookmarked resources, cookie choices Purpose: Convenience features | Purged on account deletion | Purged |
Name, email, phone, profile photo
Retention: Purged on account deletion
Password hash, session tokens, email verification
Retention: Purged on account deletion
Blood type, allergies, insurance policy (encrypted), emergency contacts
Retention: Purged on account deletion
Responses, computed scores, AI narratives
Retention: Purged on account deletion; anonymised aggregate stats may persist
What you enrolled in, attendance, certificates issued
Retention: 7 years — required by Malaysian tax law + HRD Corp audits. Attached to an anonymised user shell after deletion.
Amount, gateway reference, receipt number, tax breakdown
Retention: 7 years — required by Malaysian tax law. Attached to an anonymised user shell.
TIMS ID, activation history, scan logs
Retention: Card deactivated on account deletion. Scan logs retained 12 months for security investigations.
Quote requests to providers, provider replies, conversation thread
Retention: Provider retains for their own compliance; your identity anonymised in the thread after deletion.
Login events, permission changes, admin actions on your account
Retention: 2 years — organisation admin obligation under Malaysian PDPA s.9.
Messages you sent to TIMS support
Retention: Purged on account deletion; anonymised summaries may be retained for pattern analysis.
In-app notifications, bookmarked resources, cookie choices
Retention: Purged on account deletion
Download everything we hold about you as JSON, whenever you want (3× per day).
Export my data →Update your name, email, phone, timezone, language, sharing preferences at any time.
Edit profile →Delete your account. Personal data is purged; regulated records stay attached to an anonymous shell.
Delete my account →Change PRISM sharing prefs or opt out of marketing. Cookie preferences are stored locally and honoured platform-wide.
Manage sharing →We use these processors for specific technical functions. Each is bound by a data processing agreement.
OSS file storage (course materials, banners, profile photos, brochures) + Qwen AI text/image generation
Transactional emails (verification, password reset, notifications, quotes)
Primary database — self-hosted on our VPS
TLS termination + reverse proxy + DDoS protection
Primary hosting is Singapore. Backups replicate to Alibaba OSS (Singapore region). For learners outside Malaysia, we transfer your data on the basis of your consent at registration + our Data Processing Agreement with each downstream processor. Under Singapore PDPA Part VIB and Malaysian PDPA s.129, the receiving jurisdiction offers a comparable level of protection.
Complaints, questions, or requests for information we don’t make available in the self-service export:
Data Protection Officer
privacy@tims.systemsandbox.cloud
We reply within 21 days (Malaysian PDPA s.30 requires ≤21 days for access requests; ≤14 days for correction requests).