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Membership Rule
Code of Conduct
Privacy Policy

Please read and accept the membership rules to understand your obligations, duties and responsibilities and accept future modifications.

RSPO Membership Rules

All members must comply with the requirements as described in this document. Endorsed by the Board of Governors on 6 March 2017, in Kuala Lumpur, Malaysia

Overview
1. The Roundtable on Sustainable Palm Oil (RSPO) is a global, multi-stakeholder initiative on 3 Roundtable on Sustainable Palm Oil (CHE-111.720.599) RSPO-POL-F02-003 V1.0 ENG sustainable palm oil. Members of RSPO, and participants in its activities come from many different backgrounds, including plantation companies, manufacturers and retailers of palm oil products, environmental NGOs and social NGOs and from many countries that produce or use palm oil. The principal objective of RSPO is “to promote the growth and use of sustainable palm oil through co- operation within the supply chain and open dialogue between its stakeholders”.
2. The purpose of this document is to set out the rules and requirements to become an RSPO member and provide guidance on the administration of RSPO membership.
Membership Categories and Sectors
1. An RSPO Member shall be as described in Article 4 of the RSPO Statutes and composed of the following category of members:
  - Ordinary Members
  - Affiliate Members
  - Supply Chain Associates
  - Honorary Members
2. Ordinary Members shall include:
  - Any organisations that have either direct involvement, or have activities around, the palm oil supply chain
  - Banks and investors
  - Non-Governmental Organisations ("NGO")
  1. The Ordinary membership can be divided into seven sectors as below:
    - Oil Palm Growers – Entities that own and/or manage oil palm developments.
      - Grower – Grower of oil palm where the total land area managed for oil palm cultivation is more than 500 hectares.
      - Smallholder - Farmer growing oil palm where the total planted area of oil palm is below 50 hectares in size. Smallholders must form a group and assign a manager. For the purpose of admission to RSPO membership, where the manager is:
        
        An individual – the smallholder group must register itself as a legal entity before applying for membership.
        
        An entity – the group manager as an entity shall apply for membership.
      - Small Grower - Grower of oil palm where the total land area managed for oil palm cultivation is more than 50 hectares but less than 500 hectares.
    - Palm Oil Processors and/or Traders – Entities who are involved in the processing, producing, purchasing and/or selling of palm oil and/or oil palm products. This sector also include distributors or wholesalers involved in the distribution of products for supply to end product manufacturers or resellers.
    - Consumer Goods Manufacturers – Entities that use oil palm products in the manufacturing of goods designed and intended for consumption or end use without requiring further repackaging or processing.
    - Retailers – Entities that buy products from a manufacturer or wholesaler, or produce own label products and selling the products directly to consumers or end users.
    - Banks and Investors – Licensed financial institutions that provide financial services which include commercial/retail banking and investment banking.
    - Environmental or Nature Conservation Organisations – Any not-for-profit organisation that are independent from governmental organisations with objectives concerning environmental protection and improvement of the health of the environment.
    - Social or Development Organisations – Any non-for-profit organisation that are independent from governmental organisations that focuses on areas that may include social justice, human and labour rights, poverty alleviation and social development.
  2. Ordinary Members shall have voting rights at the General Assembly and are able to publicly state that they are members of RSPO.
3. Affiliate Members
  1. Affiliate Members are any individuals or organisations that have indirect involvement or interest in the palm oil supply chain.
  2. The Affiliate membership are be divided into:
    - Individuals
    - Organisations
    - Associations
  3. Affiliate Members do not have voting rights at the RSPO General Assembly and they are allowed to publicly state they are Affiliate Members of RSPO.
4. Supply Chain Associate
  1. Supply chain associates are any organisations that are active in the supply chain of RSPO certified palm oil and purchase less than 500 metric tons of oil palm products per year.
  2. The Supply Chain Associate membership can be divided into:
    - Organisations – Entities that are involved in the palm oil supply chain with activities relating to any of the sectors as described under Ordinary Members in Clause 2.2.1 (ii) – (iv).
    - Supply Chain Group Manager – Separate entities, as described in Clause 2.4.2 (i), that each uses up to 500 metric tons of oil palm products and formally agree to join a group under the direction of a group manager. The group manager as an entity shall apply for membership.
  3. Supply Chain Associates do not have voting rights at the RSPO General Assembly and they are allowed to publicly state they are Supply Chain Associates of RSPO.
5. Honorary Members
  1. An Honorary membership is awarded by the Board of Governors to an individual who has been recognised, to the Board of Governors sole and absolute satisfaction, of their exemplary and long standing contributions to the RSPO.
  2. Honorary Members do not have voting rights at the RSPO General Assembly and they are allowed to publicly state they are Honorary Members of RSPO.
Application for Membership
1. Applicants for RSPO Membership must submit an application to the RSPO Secretariat using the prescribed online membership application form at http://www.rspo.org/members/apply.
2. The Chief Executive Officer of RSPO shall have the authority to approve the application.
3. Only legal entities are accepted for admission in the Ordinary membership category.
4. All applications shall be posted on RSPO website for 2 weeks for public comments.
5. Grower applicants are required to submit the following:
  - It is compulsory for all growers to disclosure any non-compliant land clearing. In compliance with the RSPO Remediation and Compensation Procedure (“RaCP”) as endorsed by BoG on 16 November 2015, related to Land Clearance without Prior High Conservation Value (HCV) Assessment, growers are required to disclose when applying for RSPO membership to the RSPO Secretariat any clearance for expansion after 2005 without prior HCV assessment on land under their control. Section 3.1 of the RaCP provides that "Growers applying for RSPO membership shall disclose to the RSPO Secretariat any clearance for expansion after 2005 without prior HCV assessment on land under their control, or else state in writing that no such clearance exists, prior to the two-week public comment period on membership applications. Applications for RSPO membership will be eligible for approval after the Land Use Change analysis has been approved by the RSPO."
  - Disclosure of time-bound plans to implement the RSPO Principles and Criteria.
  - Estate location and concession maps in Shapefile format (including for subsidiary if any).
6. Both Ordinary Members and Affiliate Members shall be bound by the Code of Conduct for Members of RSPO, whereas Supply Chain Associates shall commit to adhere to the Code of Conduct for Supply Chain Associates of RSPO.

Membership Fee

RSPO Membership fees are as described in Article 5 of the RSPO Statutes.
RSPO Member’s initial membership shall be for a period of two (2) years (“Membership Period”). The Membership Period will be specified via official notification from the RSPO Secretariat. Upon expiry of the Membership Period, the membership of each RSPO Member shall be automatically renewed (unless the membership is terminated in writing three months before the expiry of the Membership Period) subject to payment of the Membership Fee.
An Honorary Member will enjoy a non-transferrable lifetime membership tenure and there will be no fees attached to this membership.

The RSPO membership fee structure are as below:

Membership Category	Membership Sector	Annual Membership Fee (Euro)
Ordinary	Oil Palm Growers Oil Palm Growers – Malaysia Oil Palm Growers – Indonesia Oil Palm Growers – Rest of the World Oil Palm Growers – Smallholder Group Manager > 1999 hectares 1000 – 1999 hectares < 1,000 hectares Oil Palm Growers – Small Grower (less than 500 heactares) Palm Oil Processors and/or Traders Consumer Goods Manufacturers Retailers Banks and Investors Environmental/Nature Conservation Organisations Social/Development Organisations	2,000 2,000 2,000 2,000 1,000 250 500 2,000 2,000 2,000 2,000 2,000 2,000
Affiliate	Individuals, Organisations, Associations	250
Supply Chain Associate	Supply Chain Associates, Supply Chain Group Managers	100
Honorary Member	Individuals	No fee for life.

Group Membership
1. The compulsory requirement for registration of corporate group under one membership was endorsed by the Board of Governors on 11 November 2016, hereinafter referred to as Group Membership. All members must comply with Group Membership with effect from 6 March 2017.
2. For the purpose of Group Membership the following definitions are used:
  - Entity means a body corporate or organisation which is incorporated or registered under the laws of the country in which the Entity is incorporated or registered.
  - Control means:
    - having management control which includes the ability to direct, instruct or manage business activity or administration of an Entity whether by having the ability to influence the board, management of an Entity through shareholding, stock ownership or by contractual or operational arrangement
    - in accordance with whose directions, instructions or wishes an Entity is accustomed or is under an obligation, whether formal or informal, to act in relation to a Parent’s direction, instructions or wishes.
    Illustrations for Control:
    - Where the Parent has a controlling interest in another Entity.
    - Where there exists a contractual or operational agreement or arrangement, whether formal or informal, between Parent and another Entity.
    - Where an Entity or its directors are accustomed, or is under an obligation, whether formal or informal, to act in accordance with the directions, instructions or wishes of the Parent.
  - Group means Parent and Related Entities.
    Illustration of a Group:
    - Where the Parent has a controlling interest in one or more Entities.
    - Where the Parent has a controlling interest in one Entity and management control of another Entity by contractual or operational management, both Entities are Related Entities of the Parent.
  - Parent means an Entity which has Control over other Entities within its Group.
  - Related Entities means Entities which are under the common Control of a Parent and shall include a Subsidiary, Associate or other Related Entities.
  - Subsidiary means an Entity where the Parent:
    - holds (whether as a legal owner or as beneficiary) more than half of the issued share capital of that Entity (excluding any part thereof which consists of preference shares); or
    - controls more than half of the voting power of that Entity; or
    - controls the composition of the board of directors of that Entity.
  - Associate means an Entity in which a Parent holds (whether as a legal owner or as beneficiary) less than half of the issued share capital of that Entity or controls less than half the voting power of that Entity.
3. Where a member or a prospective member is part of a group of Entities, whether a Subsidiary, Associate or other Related Entity falling under the Control of a Parent Entity, only the Parent Entity may apply for membership with the RSPO whereby the Parent Entity shall represent all Entities within its Group provided always that the Parent and the Entities within its Group are involved in activities related to the palm oil supply chain.
4. Where only one Entity within a group of companies is involved in activities related to the palm oil supply chain, only that Entity shall register as a member.
5. In determining Control, the RSPO may consider whether the Parent has:
  - the ability to exert influence over the management and/or activity of an Entity through:
    - ownership of a proportionately significant shareholding in relation to total voting shares of the Entity, whether through a majority or minority shareholding
    - representation on the board of directors of an Entity.
  - the ability to control, direct and manage the activities of a non-related Entity.
6. The administration of Group Membership can be illustrated as follows.
  - Where a Parent who is an RSPO member and having one or more Related Entities in its Group who are separately holding RSPO membership, then the Parent shall declare to RSPO all its Related Entities, whether or not they are RSPO members, and register them under the Parent's membership. Thereafter the RSPO membership of the Related Entities shall effective be cancelled. Should any of the Related Entities hold a membership earlier than that of the Parent's membership, then the Parent's effective membership date shall change to follow that of the earliest membership date of the Related Entity.
  - Where a Parent is not an RSPO member but one or more of its Related Entities are holding RSPO membership then:
    - if only one of its Related Entity is an RSPO member and the Parent is not involved in activities related to the palm oil supply chain, then Group Membership is not applicable to the Parent.
    - if only one of its Related Entity is an RSPO member and the Parent is involved in activities related to the palm oil supply chain, then the Parent shall apply for Group Membership and include the Related Entity under the Parent’s membership.
    - if two or more Related Entities are RSPO members then the Parent shall apply for Group Membership and declare to RSPO all its Related Entities, whether or not they are RSPO members, and register them under the Parent's membership. Thereafter the RSPO membership of the Related Entities' shall effective be cancelled. Should any of the Related Entities hold a membership earlier than that of the Parent's membership, then the Parent's effective membership date shall follow that of the earliest membership date of the Related Entity.
7. The Parent is responsible for disclosing to RSPO Secretariat the Related Entities in its Group by way of Self Declaration. The RSPO Secretariat may from time to time, request from the Parent its consolidated financial statements or other relevant legal documentation to prove Control of its Related Entities.
8. To determine the membership sector of the Group, the Parent shall consider the principal activities of the Group and determine the business activity that contributes the most to either the Group’s consolidated revenue or its tangible assets.
9. Members who fail to comply with this rule shall be dealt with in accordance to the RSPO Code of Conduct.

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Code of Conduct for Supply Chain Associates of The Roundtable on Sustainable Palm Oil

It is fundamental to the integrity, credibility and continued progress of the RSPO that every member supports, promotes and works towards the production, procurement and use of Sustainable Palm Oil.

All Supply Chain Associates must act in good faith towards this objective and commit to adhering to the principles set out in this Code.

This Code applies to all Supply Chain Associates of the RSPO with respect to their activities in the palm oil sector and its derivatives.

Promotion and Commitment
1. Member organisations will acknowledge their responsibility as a Supply Chain Associate of the RSPO, its objectives, statutes and by-laws, the Supply Chain Certification Systems requirements and agreements, the Principle and Criteria (P&C), and its respective national interpretations and implementation process through informed and explicit endorsement.
2. Associates will promote and communicate this commitment throughout its own organisation and to its customers, suppliers, sub-contractors and wider value chains where necessary.
3. Associates of the RSPO must be endorsed by a senior representative of the member organisation.
Transparency, reporting and claims
1. Associates will not make any misleading or unsubstantiated claims about the production, procurement or use of sustainable palm oil. 2.2 Associates will commit to open and transparent engagement with interested parties, and actively seek resolution of conf lict.
Implementation
1. Associates to whom the P&C apply will work towards implementation and certification of the P&C.
2. Associates to whom the P&C do not apply directly will implement parallel standards relevant to their own organisation, which cannot be lower than those set out in the P&C.
3. Associates are responsible for ensuring that their commitment to the objectives of the RSPO is underpinned by adequate resources within its organisation.
4. Relevant personnel within member organisations will be provided appropriate information that will enable them to work towards the objectives of the RSPO in their work.
5. Associates will share with other Associates experience in the design and implementation of activities to support sustainable palm oil.
6. Associates to whom the P&C do not directly apply will actively seek to promote sustainable palm oil and will give support to those Associates engaged in implementing the RSPO P&C.
Pricing and incentives
1. Associates procuring palm oil will integrate implementation and independent verif ication of the P&C as a positive performance measure when assessing supplier performance.
2. Associates will adhere strictly to the RSPO anti-trust guidelines, and refrain from any behaviour which can be construed as anti-competitive practice.
Breaches of this Code
1. Associates will seek to resolve grievances directly with other member organisations in a timely fashion, and will not make unsubstantiated allegations of breaches against other Associates.
2. Breaches of this Code, or the by-laws and statutes of the RSPO may lead to exclusion from the organisation.
3. Prior to taking public action in cases of unresolved allegations of breaches of this Code, Associates will report breaches to the Executive Board, which will deal with the alleged breaches in accordance with the RSPO Grievance Procedure.
4. Executive Board Associates who are found, after due inquiry, to have breached the Code, will be replaced.

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PRIVACY POLICY

The Malaysian Personal Data Protection Act 2010 (“PDPA”) came into force on 15 November 2013. In light of such developments, the Roundtable on Sustainable Palm Oil and RSPO Secretariat Sdn Bhd (collectively “RSPO”) wishes to express its commitment to ensuring that the privacy of the information and personal data which you provide to us is preserved in accordance with the seven principles of the PDPA.
In line with our commitment, we have adopted the following Privacy Policy (“Policy”) in compliance with the PDPA.
Applicability
This Policy forms an integral part of the framework governing the RSPO’s processing of the personal data (including sensitive personal data) and is applicable to our relationship with the classes of persons to which the PDPA applies, including but not limited to our members, employees, customers, clients, investors, sponsors, suppliers, event organizers, event managers, promoters, and contractors, contractual or otherwise. This Policy is a legally binding document to which adherence is ordinarily expected.
This Policy governs the manner in which RSPO collects, uses, maintains and discloses personal details including names, telephone numbers, email address, office or residential addresses and all such personal identification information (hereinafter referred to as “Personal Data”) from each member or any other data provider in its database. This Policy also applies to the membership application Form, as well as to the usage of the RPSO website and any other social media websites.
The Policy is to be read together with the member’s Code of Conduct and/or the individual contracts entered into with RSPO, as the case may be. RSPO’s members and / or data providers are expected to have read and understood all the terms of this Policy.
Personal Data
The term “Personal Data” is defined by the PDPA as including any information relating to an identified or identifiable natural person. An identifiable person is someone who can be identified, directly or indirectly, in particular by reference to an identification number or the person’s physical, physiological, mental, economic, cultural or social characteristics.
Further to the generality of the terms as defined by the PDPA, Personal Data as referred to in this Policy may relate to any natural persons, including RSPO members and their representatives, RSPO employees, customers, clients, investors, suppliers, sponsors, contractors or other individuals not specifically mentioned (collectively, “Data Subject”).
The RSPO shall be at liberty to collect and process the following Personal Data from a Data Subject:-
- personal details such as name, identity card / passport/ social security number, age, gender, nationality, birthdates, residential and business addresses, social media website addresses, contact numbers, email address and such other relevant information that identifies the respective Data Subject;
- information about businesses, trade, or services that the Data Subject is engaged in;
- payment transactions - either via cheque, credit or debit card, PayPal or online bank transfers;
- all billing records for services, inclusive of any cancellations that have been made;
- any such other information that are, have been or will be collected by us in future, or such information which the Data Subject provides to the RSPO in connection to any services or contractual obligation, including data that is collected from any surveys, questionnaires, transactions or any correspondence with the RSPO;
- Individual personal preferences of the Data Subject such as to the language, product or content interest as well as and communication preferences;
- the Data Subject’s choice in regards to receiving future communication as to future meetings, events, conferences or seminars organized by the RSPO;
- any enquiries, comments or messages sent to the RSPO via the RSPO website or any other social media website; and
- IP address of a Data Subject who visits the RSPO website, applies and registers for membership, sends queries or uploads posts / comments in any RPSO-hosted forum.
The processing of your Personal Data is deemed mandatory for certain purposes, wherein the RSPO will still be able to process your Personal Data in the absence of your consent, if it is necessary for such a purpose. These include the processing of Personal Data:
- for the performance of a contract to which you are a party;
- at your request, with a view to entering into a contract with the RSPO;
- for compliance with any legal obligation to which RSPO is subject, other than an obligation imposed by a contract;
- to protect your vital interests;
- for the administration of justice; or
- for the exercise of any functions conferred on any person by or under any law.
Sensitive Personal Data
Sensitive Personal Data is any personal data consisting of information on your physical or mental health or condition, political opinions, religious beliefs or other beliefs of a similar nature, the commission or alleged commission of an offence or any such other information prescribed by the PDPA as Sensitive Personal Data.
It is our express Policy not to collect Sensitive Personal Data unless required by any applicable or relevant laws. You are advised NOT to submit any kind of sensitive personal data if you do not want the RSPO to collect or process such data.
In the event that you have submitted Sensitive Personal Data to us, it will be deemed to have been submitted on your own volition and with your explicit consent. The RSPO shall treat all Sensitive Personal Data as confidential and such data shall be subject to the terms and conditions of the Policy.
Cookies
A cookie, also known as an HTTP cookie, web cookie, or browser cookie, is a small piece of data sent from the RSPO website and stored in your web browser while you browse the RSPO website. Every time you access the RSPO website, the browser sends the cookie back to the server to notify the website of your previous activity. Cookies are designed to be a mechanism for the website to remember information or to record your browsing activity. Cookies do not collect personal data or any such information that is related to or deemed as personal identification information.
When you access the RSPO website, there will be certain information stored by the RSPO, albeit minor. By accessing the website and through your continuous or regular use of the website, you are deemed to have read and agree to be bound by the terms of this Policy. As such, the information collected therein will be processed accordingly.
The RSPO at its discretion may use cookies for tracking purposes with the intention of conducting surveys, statistical analysis or for such marketing or advertising purposes.
If you do not wish to have your information stored, then you are advised to remove cookies from your hard drives after each browsing session.
Links / Related websites
You are advised that the RSPO is not responsible or accountable for any websites that are linked or related to its website. You are further advised to read each respective privacy policy of the websites linked to the RSPO website.
How we collect your Personal Data
The RSPO will collect Personal Data from the Data Subject when such information is voluntarily submitted. By providing such Personal Data, the Data Subject is deemed to have voluntarily consented to the processing, storage and dissemination of their personal data in accordance with the PDPA and the terms and conditions of this Policy herein.
Generally, the RSPO will collect Personal Data from a Data Subject through a variety of sources, including but not limited to:-
- applications for RSPO membership;
- updates received from a Data Subject with regards to their personal details or any change therein, including a change of address;
- enquiries and registrations for RSPO events, meetings, seminar or forums;
- visits to the RSPO website and/or any of the RSPO’s social media webpages;
- registrations with the RSPO and/or its event organizers for events whether online or manually;
- any transaction or inquiry or communication made with the RSPO;
- when such personal data is collected by promoters, event managers, event organizers or any associates of the RSPO in the course of any event, function, meeting or any marketing, expansion and promotional activities; and
- contracts for service or services entered into with the RSPO.
Purpose of Collecting Personal Data
The RSPO will collect and process your Personal Data (including Sensitive Personal Data) for the following purposes:-
- to communicate with you about membership, inquiries or other requests;
- to facilitate your participation in RSPO Events, future or promotional events;
- to respond to your queries;
- for administrative purposes, including but not limited to billing, payment, registration of new members and renewal of current memberships;
- to monitor and upgrade the RSPO’s services;
- for direct marketing services;
- to update and provide information on promotions and upcoming events to you;
- to conduct research, surveys and statistical analysis;
- to send emails on updates or on any event that may be of interest to you;
- for the performance of a contract to which you are a party;
- for compliance with any legal obligation to which RSPO is subject, other than an obligation imposed by a contract.
Disclosure and Sharing of Personal Data
The RSPO has the sole discretion in deciding whether to share any Personal Data with the following third parties for such limited purposes as necessary:-
- RSPO’s partners, trusted affiliates, promoters, event organizers, researches, and advertisers as part of the efforts to conduct statistical analysis of current or future global trends as well for marketing, advertising and promotional purposes of future meetings, conferences and/or events;
- third party service providers which helps operate the RSPO and its website; as well as all other social media websites and/or administer activities on the RSPO’s behalf, such as to send out newsletters and/or emails, to conduct text messaging blasting and/or surveys; and
- RSPO’s lawyers, legal counsel, accountants, actuarists, auditors, consultants, promoters, event organizers and such other service providers in the conduct and administration of its affairs.
The RSPO will not sell, trade or rent out Personal Data to any unauthorized third parties.
By agreeing to the terms of this Policy, you are deemed to have given your unconditional permission and consent to allow the RSPO to disclose and share your Personal Data and the extent of such Personal Data with those third parties mentioned above.
If you attend any of the RSPO’s Seminars, Conferences, meetings, events or functions, you are deemed to have consented to the RSPO sharing your personal information, contact details and such other relevant data required or relevant for the event in question with any of RSPO’s associates, affiliates or event organizers.
If any associate, affiliate or event organizer is required to assist the RSPO for payment collection and registration of attendees for the RSPO’s respective Seminar, Conference, meeting, event or function, the said associate, affiliate or event organizer shall be fully responsible to ensure that the Personal Data collected is processed in accordance with the PDPA and that all safeguards are taken by them to ensure no breach on their part.
Transfer of Personal Data outside the jurisdiction
From time to time, it may become necessary for the RSPO to transfer your Personal Data to a country or jurisdiction outside Malaysia for the purposes for which the Personal Data is collected. In this regard, the RSPO has the sole discretion in deciding whether to transfer your Personal Data.
By acknowledging and agreeing to the terms of this Policy, you are deemed to have given your consent to allow us to transfer your Personal Data to any country or jurisdiction outside Malaysia, even if such country does not have similar or adequate levels of personal data protection. The RSPO shall not be liable for any breach of any of the personal data principles in the recipient country which receives the personal data.
Your Right to Opt-Out
If you do not wish to have your Personal Data shared, disclosed or transferred, you have a right to withhold your consent to such a transaction. Additionally, if at any time you do not want to receive any emails from the RSPO pertaining to promotions, surveys, advertisements, statistical analysis or other related marketing material, you have an option to unsubscribe from the RSPO’s mailing list.
It shall be your responsibility to inform the RSPO by way of a written Notice if:-
- you do not agree to have your Personal Data shared with such third parties; or
- to the transfer of your Personal Data outside of Malaysia; or
- you wish to unsubscribe from the RSPO’s mailing list.
Such a Notice must be in writing and must be sent either by email to [email protected], or by post or hand to the RSPO Secretariat whose address is at Unit A-37-1, Menara UOA Bangsar, No.5 Jalan Bangsar Utama 1, 59000 Kuala Lumpur, Malaysia. In the event such a Notice is sent by post, it will be deemed to have been delivered effectively only if received by the RSPO.
If in the event that you do not send such a Notice to the RSPO, you shall be deemed to have given your consent to the RSPO to:-
- disclose, share and transfer your Personal Data for the purposes above; and/or
- be included in its correspondence list and agree to receive such information from the RSPO and its affiliates, associates or any event organizer appointed by the RSPO.
How we Store and Protect your Personal Data
As a responsible organization, the RSPO adopts appropriate data collection, storage and processing practices and security measures to protect against unauthorized access, alteration, disclosure or destruction of your Personal Data.
The RSPO shall take all reasonable and necessary measures to ensure that all Personal Data stored in its records is secure and protected. By continuing your membership, you hereby agree and consent to giving the RSPO the sole prerogative in determining the manner in which your Personal Data is to be stored.
The RSPO websites are encrypted to ensure that the information collected therein is secure. All reasonable measures are taken to ensure such information is secure and to prevent any loss, alteration, theft or third party interference.
By agreeing to the terms of this Policy, you are deemed to understand that the RSPO shall not be liable in the event of any unforeseen events that result if the unauthorized publication and/or leakage of such personal data. By your continued membership in the RSPO, you hereby agree to indemnify the RSPO for any consequences resulting in such unauthorized publication or leakage of the Personal Data.
Retention of Personal Data
Your Personal Data will be kept only as long as necessary to fulfill the purpose for which it was collected. In the event Personal Data is no longer required to be used by the RSPO, it may delete and destroy such Personal Data from its records, unless the retention of such Personal Data is required to satisfy legal, regulatory or accounting requirements or for any other purpose which renders the retention necessary.
If you have agreed and consented to receive promotional or future marketing information from the RSPO, its associates and its trusted affiliates, the RSPO shall store such Personal Data in accordance to the terms of this Privacy Policy.
In the event of termination or expiry of a membership or contract with a Data Subject:-
- such Personal Data of the Data Subject shall be stored in the RSPO database; unless the Data Subject serves a written Notice to the RSPO requesting for such Personal Data to be destroyed and deleted from the RSPO database;
- the RSPO shall at all times take reasonable measures to ensure sufficient security measures are taken to protect the Personal Data; and
- the Data Subject has a choice as to whether they wish to receive any future correspondence from the RSPO in regards to future marketing information.
- It will be the responsibility of the Data Subject to inform the RSPO as to whether they wish to remain on the mailing list. Failure to give such notice will be deemed as consent to receiving future correspondence from the RSPO, its affiliates and associates.
Maintaining Data Integrity
You are personally responsible for providing the RSPO with accurate and updated information about yourself as well as any other Personal Data pertaining to third parties (for example attendees for RSPO events, meetings or seminars or office bearers in their organization and such relevant third parties) that you may submit to the RSPO.
In the event such information and Personal Data submitted is incorrect or becomes out dated, then you are duly responsible to make such corrections or to update such information by contacting the RSPO within a reasonable time frame.
If your membership has been terminated or has expired and you wish to resume membership with the RSPO, it is your responsibility to confirm the details of your Personal Data to be processed by the RSPO. Members shall be responsible for any changes or updates to their Personal Data and shall be responsible to inform the RSPO accordingly. The RSPO shall not be liable for any act or omission of any member in giving them full and complete personal data or to update them of any changes made.
Access to Personal Data
You may choose to inform the RSPO and:-
- Request for a copy of the Personal Data kept by the RSPO;
- Request to update their respective Personal Data;
- Request to change, alter or amend their respective Personal Data.
You will be required to provide a full set of credentials and identification to confirm your identity before any such request can be entertained. If you are unable to prove, confirm and verify your identity then the RSPO shall deny such access or request for rectification in order to safeguard the Personal Data in its records.
The RSPO may comply with or refuse such request to access or rectify such information. If in the event that we refuse your request, the reasons for such a refusal will be provided.
The RSPO has the sole prerogative as to whether to allow any changes or alterations to its data base in order to protect any false or fraudulent change or alteration made.
The RSPO shall not be responsible for any omission or delay or negligence on the Data Subject’s part in failing to update their Personal Data or to submit their request for rectification.
Acceptance
By accepting this Policy, you hereby signify your unconditional acceptance of this Policy and will be deemed to have given your complete consent to the RSPO to use, store, disseminate and process your Personal Data.
By continuing your membership with the RSPO, you are deemed to be bound by the rules and policies made by the RSPO and are subject to the terms and conditions of this Policy. Your continued membership in the RSPO will be deemed as continued acceptance of any future changes in the Policy as may be made from time to time.
Amendments to the Policy
Personal Data submitted to the RSPO will be processed in accordance with the terms and conditions in this Policy as may be amended from time to time. RSPO alone may amend any of the terms of this Policy. In the event of any such change, the amended Policy will be made available on the RSPO website at http://www.rspo.org/. Members and data providers are advised to visit the RSPO website from time to time to gain access to the latest version of the Policy.
Contact Details
If you have any questions about our Policy, the practices on our website or any of our other pages in any social media website, or with regard to your dealings with us, as well as to update us or to inform us about any amendments in regards to your Personal Data, please contact us at the following email address: [email protected]

CANCEL

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