Privacy Policy

1. Who we are

Virtual Clinical Training (“VCT”, “we”, “us”) is an online continuing dental education initiative based in Kuala Lumpur, Malaysia. This policy explains how we handle the personal data of people who register for and attend our sessions. For questions, contact us by direct message on Instagram @vct.my.

2. Data we collect

• Registration details — your name, email (Gmail) address, and professional information you provide.
• Payment information — the proof of payment (e.g. a bank-transfer slip) you attach to the registration form. Payment is made by bank transfer to our account, or to our Wise account for foreign-currency payments. We do not collect or store card numbers.
• Participation data — attendance records, questions asked, and responses to feedback or evaluation forms.
• Session recordings — recordings of live sessions, which may include your name, voice, or video if you participate.
• Technical & usage data — basic information your browser or device sends when you visit this website, plus usage data (such as pages viewed) collected through Google Analytics cookies.

3. How we collect it

• Through our registration and feedback forms.
• During live sessions delivered on Google Meet.
• When you contact us by direct message on Instagram.

4. How we use your data

• To process your registration and confirm your place.
• To deliver the session and share the recording, e-certificate, and — on request — a receipt.
• To communicate with you about the session and future offerings you opt into.
• To improve the quality of our sessions and content.
• To understand how our website is used and improve it, through Google Analytics.

5. Google services & third parties

We use Google services to operate our sessions and website — Google Meet (delivery), Google Drive (recording storage and sharing), Gmail (communication), and Google Analytics (website-usage measurement). Your data may be processed on Google’s infrastructure. Payments are made by bank transfer to our account, or via Wise for foreign-currency payments — Wise is an independent provider with its own terms and privacy policy. We do not use a card-payment processor.

6. Session recordings

Live sessions may be recorded for educational use and shared with registered participants. If you turn on your camera or microphone, your image or voice may be captured in the recording. By joining a session, you consent to being recorded. If you prefer not to appear, keep your camera and microphone off.

7. Sharing & disclosure

• We do not sell your personal data.
• We share data only with the service providers described above, or where required by law.
• Recordings are shared only with participants registered for that session.

8. Data retention

• Registration & participation data — up to 3 years after your most recent session, after which it is deleted or anonymised.
• Payment proofs, receipts & accounting records — 7 years, to meet Malaysian tax and record-keeping requirements.
• Session recordings — available to registered participants for 6 months after the session, after which access is closed and the recording is archived or deleted.
• Announcement contacts (if you opt in) — until you unsubscribe.

9. Your rights

Subject to applicable law (including Malaysia’s Personal Data Protection Act 2010), you may request to access, correct, or delete your personal data, or withdraw consent. To make a request, send us a direct message on Instagram @vct.my.

10. Cookies & website data

This website uses Google Analytics to understand how visitors use the site so we can improve it. Google Analytics sets cookies and collects usage data such as pages visited, approximate location, and device/browser information. We use this only in aggregate and do not use it to identify you personally. You can block or delete cookies in your browser settings. We do not use advertising cookies.

11. Data security

We take reasonable measures to protect your data and rely on the security of the services we use. Please keep your own account credentials secure and do not share access links.

12. International transfers

This website is hosted on servers located in Japan, and we use Google services, so your data may be stored or processed outside Malaysia. Where this happens, we rely on the safeguards provided by those services.

13. Changes to this policy

We may update this Privacy Policy from time to time. The most recent version published on this page applies. Material changes will be communicated where appropriate.

14. Contact

Questions about your privacy or this policy? Reach us by direct message on Instagram @vct.my. See also our Terms & Conditions.