International Diplomatic Hub Sdn. Bhd. ("IDIPHUB", "we", "our", or "us") is committed to protecting the privacy and confidentiality of information entrusted to us by our clients. This Privacy Policy explains how we collect, use, store, and share personal data when you access our platform at www.idiphub.com or use our services.
IDIPHUB serves a restricted clientele of embassies, high commissions, diplomatic missions, international organisations, and allied military personnel. All personal data we handle is treated with the highest level of discretion and care.
1. Information We Collect
When you register for or use IDIPHUB, we may collect the following:
Account and Identity Information: Your name, official title or designation, embassy or mission name, email address, phone number, and mailing address.
KYC and Verification Documents: Copies of diplomatic credentials, accreditation letters, or other identity documents required to confirm eligibility for duty-free and tax-exempt procurement.
Order and Transaction Data: Records of products ordered, quantities, pricing, payment method, and delivery instructions.
Communication Data: Correspondence with our team via email, phone, or through contact forms on the platform.
Technical Data: IP address, browser type, device identifiers, and page interaction data collected automatically when you use our site.
2. How We Use Your Information
We use the information we collect to process and fulfil your orders for products and services, verify your eligibility as a member of the diplomatic community, coordinate relocation and household moving services, arrange diplomatic vehicle and cargo transport, send order confirmations, invoices, and service updates, respond to enquiries and provide customer support, maintain records required for customs, tax-exemption, and duty-free compliance, improve and administer our platform, and comply with our legal and regulatory obligations.
3. Legal Basis for Processing
We process personal data on the following legal bases: performance of a contract (to fulfil orders and deliver services), compliance with legal obligations (customs and regulatory requirements), and our legitimate interests (operating and improving the platform, preventing fraud).
4. Data Sharing
We do not sell or rent your personal data. We may share it only with:
Logistics and Freight Partners: Third-party carriers and customs brokers involved in delivering your orders or handling relocation and cargo transport.
Payment Processors: Secure payment service providers who process transactions on our behalf.
Regulatory and Government Bodies: When required by law, court order, or to comply with customs, import/export, or duty-free regulations.
Professional Advisors: Legal, accounting, or compliance advisors bound by strict confidentiality obligations.
All third parties are contractually required to protect your data and use it only for the specific purpose for which it was shared.
5. Data Security
We apply industry-standard technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, or destruction. Sensitive documents such as diplomatic credentials are encrypted in transit and at rest. Access is restricted to authorised IDIPHUB personnel on a strict need-to-know basis.
6. Data Retention
We retain your personal data for as long as necessary to fulfil the purposes described in this policy, including maintaining records for tax-exemption and customs compliance. When data is no longer required, it is securely deleted or anonymised.
7. Cookies
Our website uses cookies and similar technologies to enable site functionality, remember your preferences, and analyse usage patterns. You may manage cookie preferences through your browser settings. Disabling certain cookies may affect your experience on the platform.
8. Your Rights
Depending on your jurisdiction, you may have the right to access, correct, or request deletion of your personal data, to object to or restrict certain types of processing, and to lodge a complaint with a relevant data protection authority. To exercise any of these rights, please contact us using the details below.
9. International Transfers
IDIPHUB operates internationally. Your data may be processed or stored in countries outside your home jurisdiction. We take appropriate measures to ensure such transfers comply with applicable data protection laws.
10. Updates to This Policy
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date. Continued use of our platform following any update constitutes your acceptance of the revised policy.
11. Contact Us
For questions, concerns, or requests relating to this Privacy Policy, please contact us at:
idiphub.com/contact
