Privacy Policy

Smart Cities Asia Privacy Policy

Effective Date: 7/7/2025
Last Updated: 8/7/2025

Welcome to Smart Cities Asia. We are committed to safeguarding your personal information and ensuring your privacy is protected in compliance with international data protection laws, including:

GDPR (General Data Protection Regulation)
PDPA (Personal Data Protection Act)
CCPA (California Consumer Privacy Act)

This policy outlines how we collect, use, share, and protect our data when you interact with our event, platforms, and communications.

1. WHO WE ARE

Smart Cities Asia is a flagship conference series organized by KNOWLEDGE GROUP OF COMPANIES SDN BHD, a leading event management and business intelligence organization headquartered in Malaysia.

Our mission is to create a collaborative platform where urban innovators, government leaders, technologists, and industry disruptors converge to shape the future of cities living across Southeast Asia and beyond.

This Privacy Policy governs all data collected, processed, or accessed through:

Our official websites and subdomains related to Smart Cities Asia
Event registration portals managed directly by us or our authorized ticketing partners
Surveys, polls, forms, and other data collection tools used before, during, and after the event
Onsite interactions, including check-ins, badge scanning, networking platforms, or live feedback tools
Marketing and communication platforms, including email newsletters, social media campaigns, digital advertisements, and webinar follow-ups

Whether you're attending as a delegate, speaking as a thought leader, engaging as a partner or sponsor, or simply visiting our site — this policy explains how we treat your information with the utmost care and responsibility.

2. DATA WE COLLECT

To ensure a seamless, personalized, and secure experience at Smart Cities Asia, we collect certain categories of personal data when you engage with us. This allows us to communicate effectively, manage logistics, enhance your event journey, and continuously improve our services.

We collect your information through direct submissions, automated interactions, and event-related documentation.

Information You Provide Directly

This includes data you voluntarily submit through registration, contact forms, or other direct interactions with our team. These may include:

Full name
Email address
Mobile or business phone number
Organization and job title
Country of residence
Ticketing or payment details (processed securely via third-party platforms)
Dietary restrictions or accessibility needs (for onsite accommodation)
Communication and marketing preferences

We only request what’s necessary to fulfill your registration and deliver a high-quality experience — no more, no less.

Information Collected Automatically

When you interact with our website or platforms, we collect limited technical data to better understand user behavior and enhance performance. This may include:

IP address and geolocation (approximate)
Device type, operating system, and browser version
Referring to URLs and landing pages
Site usage patterns (e.g. clicks, scroll depth, time spent)
Cookie IDs and analytics-based insights

This data is anonymized wherever possible and never used to profile individuals without explicit consent.

Media & Recordings During the Event

We document Smart Cities Asia through professional photography and videography. This includes:

Promotional Use: Social media, brochures, video highlights, and recap reels
Archival Use: Website galleries, yearbooks, event retrospectives
Educational Use: Internal training, case studies, and media team reference material

Notice:
Event venues are considered public-facing environments. Attendance implies consent to be filmed or photographed unless otherwise stated in writing prior to the event. Opt-outs will be respected with discretion and professionalism.

3. HOW WE USE YOUR DATA

We collect your data for one simple reason:
to enhance your experience — before, during, and after the event.

Whether you're a delegate, speaker, sponsor, or partner, we use your personal information in thoughtful, secure, and practical ways to ensure everything runs smoothly and delivers value worth your time.

Here’s how your data may be used:

Event Operations & Logistics

To process your registration, ticketing, or inquiry via our event platforms
To deliver real-time updates, venue info, session reminders, and agenda changes
To provide you with digital passes, personalized itineraries, and essential access details

Communication & Content Delivery

To send you event highlights, speaker decks, video recordings, and post-event surveys
To follow up with useful content or updates related to your role (sponsor, delegate, speaker, etc.)
To provide important administrative or operational announcements

Don’t worry — if it's not essential or expected, you’ll only get it if you've opted in.

Networking & Matchmaking

To enable lead-sharing, badge scanning, and intelligent B2B meeting tools (where applicable)
To help sponsors, exhibitors, or other delegates find the right people — and vice versa — based on shared interests or session choices
To personalize your Smart Cities Asia journey, not bombard you with irrelevant messages

Analytics & Optimization

To measure engagement, improve the website experience, and ensure future events are even better
To understand which sessions, content, or topics resonate most with our audience
To maintain platform stability and usability across devices

Marketing (Only With Consent)

To send you curated promotional content for future events, partner activities, or special offers
To invite you to exclusive briefings, closed-door roundtables, or early-bird launches
To make sure we’re not just marketing at you — but actually serving relevant, timely opportunities

You can unsubscribe anytime using the link in any marketing email. We won’t take it personally.

In all cases, we process your data under lawful bases such as consent, contractual necessity, or legitimate interest — and we always aim to minimize what we collect and maximize the value you receive.

4. LEGAL BASES FOR PROCESSING

We don’t just process your data because we feel like it — we do so in full accordance with internationally recognized legal frameworks, most notably the General Data Protection Regulation (GDPR) and similar privacy laws in other regions.

Depending on how you interact with Smart Cities Asia, we rely on one or more of the following lawful grounds:

Consent

You’ve explicitly given us permission to collect and process your data — for example, when:

You opt-in to receive updates, newsletters, or marketing emails
You check a box saying “Yes, you may share my details with sponsors or partners”
You participate in surveys, giveaways, or feedback forms

Your consent is always freely given, specific, informed, and unambiguous — and you can withdraw it at any time, no awkward break-up required.

Contractual Necessity

We need your information to fulfill the agreement between us — like when:

You register for an event, and we need to process your ticket
You submit a speaking proposal, and we follow up on your participation
You purchase a sponsorship package, and we coordinate branding, deliverables, and benefits

No info = no execution. This legal ground ensures we can deliver what we promised.

Legal Obligation

In some cases, we’re required by law to collect or retain certain data — such as:

Complying with tax regulations and issuing invoices
Ensuring safety and health protocols at physical events
Responding to official government requests or audits

In Laymans terms: when the law says, “keep this,” we listen.

Legitimate Interests

We may process your data when it’s necessary for our legitimate business operations, such as:

Improving the quality of our events through attendee feedback
Enhancing your website and content experience based on analytics
Preventing fraud, abuse, or other security issues
Sending important non-marketing communications (like speaker changes or venue notices)

We always balance this with your rights and interests

5. DATA SHARING

We do not sell, rent, or trade your personal data to advertisers, data brokers, or any shady organization lurking in the data-mining abyss. Ever.

However, in order to deliver a smooth, personalized, and professional Smart Cities Asia experience, your data may be shared under specific, well-controlled circumstances:

Trusted Third-Party Service Providers

We partner with established vendors who help us operate our event and digital platforms. These may include:

Ticketing and payment gateways
Customer relationship management (CRM) systems
Email and communication platforms
Analytics and optimization tools
Live-streaming or webinar solutions

They process your data only as necessary to perform their services, and always under strict contractual obligations, confidentiality clauses, and data protection standards.

Sponsors, Exhibitors & Strategic Partners

If — and only if — you opt-in during registration, your information may be shared with select sponsors or exhibitors so they can follow up with you after the event.

This enables smarter networking and allows you to get exclusive insights, early product info, or partnership invites directly from the people you actually engaged with.
No opt-in = no sharing. Simple.

Legal or Regulatory Requirements

We may disclose your information to government authorities, courts, or legal advisers if we are:

Legally obligated to do so,
Acting to protect our rights, the safety of others, or compliance with event regulations.

These disclosures are rare, but when they’re required — we follow the law precisely and transparently.

Event Media Teams

Our photographers, videographers, and creative partners may access limited attendee data (like name badges or schedule participation) solely for capturing and curating event coverage. These individuals operate under:

Non-disclosure agreements (NDAs)
Strict creative briefs
Internal-only or promotional use policies

They don’t walk away with your contact info, and your face won’t be used in ways that aren’t agreed upon within the bounds of our media policy.

6. COOKIES & TRACKING

Our website utilizes cookies and similar tracking technologies to enhance user experience, improve site performance, and enable functionality across our digital platforms. This includes the use of first-party and third-party tools that collect limited information when you visit or interact with our website.

We use these technologies to:

Analyze website traffic and user behavior to inform site improvements
Customize user experience, including language preferences and session continuity
Deliver relevant marketing content, including retargeted advertisements via platforms such as LinkedIn, Meta (Facebook), and Google

These tools operate by placing small data files (cookies) on your device. In some cases, we may also employ tracking pixels or browser storage to support similar functionality.

Your Control Over Cookies

You may manage, restrict, or disable cookies through your browser settings. Please note that doing so may impact certain features or functionality of our website.

For more information on how to manage cookies, please refer to the documentation provided by your specific browser vendor.

We are committed to maintaining transparency in how we use tracking technologies, and we ensure that any data collected through such tools is handled in accordance with applicable data protection regulations, including but not limited to the General Data Protection Regulation (GDPR) and Personal Data Protection Act (PDPA).

7. INTERNATIONAL DATA TRANSFERS

Smart Cities Asia is an internationally recognized event with a global audience and a digital infrastructure that may operate across multiple jurisdictions.

As such, your personal data may be processed, stored, or accessed in countries outside of your country of residence, including locations that may not offer the same level of data protection as your home jurisdiction.

Where personal data is transferred internationally, we take all necessary steps to ensure that appropriate safeguards are in place to protect your information. This includes, where applicable:

Compliance with the General Data Protection Regulation (GDPR)
Adherence to the Personal Data Protection Act (PDPA) in Malaysia, Singapore, and other local frameworks
The use of Standard Contractual Clauses (SCCs) approved by the European Commission
Binding agreements with third-party data processors to uphold confidentiality, security, and lawful processing

All cross-border data transfers are conducted with due diligence to ensure your rights and privacy are fully respected and protected, regardless of where the data is handled.

If you have any concerns about how your data may be processed outside your jurisdiction, you are encouraged to contact us directly via the details provided in this policy.

8. DATA SECURITY

We take the protection of your personal data seriously and implement a range of administrative, technical, and physical safeguards to ensure its confidentiality, integrity, and availability.

Our current data protection measures include:

SSL-encrypted servers to secure data transmission across our platforms
Access controls that limit information access strictly to authorized personnel
Scheduled security audits and vulnerability assessments to identify and mitigate potential threats
Internal policies and training to ensure responsible data handling at every level of our organization

We also conduct daily and routine maintenance of our websites, internal servers, and IT infrastructure to proactively identify and resolve performance or security issues.

While no system can be guaranteed as completely secure, we maintain industry best practices and continuously monitor vulnerabilities to minimize risk and ensure the ongoing protection of all data under our care.

If you believe your data may have been compromised in any way, please contact us immediately using the details provided in this policy.

9. DATA RETENTION

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, including satisfying any legal, regulatory, contractual, or operational obligations.

Specifically, your data may be retained under the following conditions:

As long as it is necessary to deliver services, process event participation, or maintain an active relationship with you
For legal and regulatory compliance, including record-keeping obligations under applicable accounting, tax, and corporate laws
Until you request deletion or withdraw consent, unless data retention is required or permitted by law
For marketing purposes, only for individuals who have opted in, and only until they unsubscribe or request removal from communications

We apply defined retention schedules to all data types and conduct periodic reviews to ensure personal data is not stored longer than necessary.

If you would like us to delete or anonymize your data, please contact us directly using the details provided in Section 13 of this policy. We will honor such requests in accordance with applicable legal requirements and operational constraints.

10. YOUR RIGHTS

Depending on your country of residence and applicable data protection laws — including but not limited to the General Data Protection Regulation (GDPR), the Personal Data Protection Act (PDPA), and other international frameworks — you may be entitled to exercise the following rights regarding your personal data:

Right of Access
Request confirmation of whether we process your personal data and receive a copy of that data in a structured and readable format.
Right to Rectification
Request the correction or completion of any inaccurate, outdated, or incomplete personal information we hold about you.
Right to Erasure ("Right to be Forgotten")
Request deletion of your personal data where there is no valid legal reason for us to retain it.
Right to Restriction of Processing
Request temporary suspension or limitation of the use of your data, especially while its accuracy or legal basis is being reviewed.
Right to Data Portability
Request to receive your data in a portable format or have it transmitted directly to another controller, where technically feasible.
Right to Object
Object to the processing of your personal data based on our legitimate interests, direct marketing purposes, or profiling.
Right to Withdraw Consent
Withdraw your consent at any time for data processed based on prior consent. This does not affect the lawfulness of processing before withdrawal.
Right to Lodge a Complaint
File a complaint with a competent Data Protection Authority (DPA) or relevant supervisory body in your jurisdiction if you believe your rights have been violated.

To exercise any of the above rights, or if you require assistance understanding your options, please contact us using the details provided in Section 13 of this policy.

We are committed to responding to all legitimate requests within the timelines required by applicable laws, and we take your privacy rights seriously.

11. CHILDREN’S PRIVACY

Smart Cities Asia and its associated services are not intended for individuals under the age of 18.

We do not knowingly collect, process, or store personal data from children or minors. If we become aware that personal data has been submitted by an individual under the age of 18 without verified parental or guardian consent, we will take immediate steps to:

Delete the data from our records
Terminate any associated registration or participation
Prevent future collection from the same source

If you are a parent or legal guardian and believe that your child has provided personal information to us without your consent, please contact us immediately via the contact details provided in Section 13.

We are committed to protecting the privacy of all users — especially those who may be more vulnerable to data misuse.

12. CHANGES TO THIS POLICY

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or operational needs. All revisions will be effective once published on this page, with the “Last Updated” date amended accordingly.

Where required by law, and where the changes materially affect how we process your personal data, we will provide notice through appropriate channels — such as email notifications, platform alerts, or during the registration process — to ensure you remain informed and able to exercise your rights.

We encourage you to review this Privacy Policy regularly to stay updated on how we protect your information.

Your continued interaction with Smart Cities Asia after any changes are made will constitute acknowledgment of the revised policy.

13. CONTACT US

If you have any questions about this Privacy Policy, our data practices, or would like to exercise your rights under applicable data protection laws, please do not hesitate to contact us:

Email:
survinder@knowledgegroupco.com

Mailing Address:
Knowledge Group of Companies
B-13-5, Megan Avenue II
No. 12, Jalan Yap Kwan Seng
50450 Kuala Lumpur, Malaysia

Business Hours:
Monday to Friday, 8:30 AM – 5:30 PM (GMT+8)

We are committed to handling your inquiry promptly, professionally, and in accordance with all relevant privacy regulations.

Thank you for trusting Smart Cities Asia.

We take that trust seriously — and we remain committed to protecting your data with transparency, integrity, and care.