Personal Data Protection Notice
We are committed to safeguarding the personal data of students, parents, guardians, academic staff, employees, and system users in compliance with the Personal Data Protection Act 2010 (PDPA) and applicable data protection regulations.
About This Notice
At ICYM, we are dedicated to ensuring the security, confidentiality, and proper management of personal data belonging to our students, parents or guardians, lecturers, staff, and system users, in accordance with the Personal Data Protection Act 2010 (Act 709).
This Notice outlines the manner in which your personal data is collected, processed, stored, disclosed, and safeguarded when you utilise our educational services, learning systems, student portals, or online learning platforms.
Categories of Personal Data
- Full name
- Identification number or passport number
- Mailing Address
- E-mail Address
- Phone Number
- Academic records and information, including programme enrolment, course registrations, class participation, examination results, assessments, and assignments.
- System access and authentication information, including usernames, login credentials, user activity records, and system access logs.
- Financial and payment information relating to tuition fees, charges, and other educational services, where applicable.
How We Collect Your Personal Data
- Personal data provided through student or user registration forms, whether in hard-copy format or via online registration platforms.
- Personal data collected through the registration of courses, examinations, training programmes, and other educational activities offered by the us.
- Information provided through official communications with the us, including emails, online systems, enquiry forms, complaint forms, and other communication channels.
- Cookies, system logs, and related technical data collected for security, system administration, performance monitoring, and analytics purposes.
How We Use Your Personal Data
- For the purpose of processing, managing, and administering student enrolment and system user registrations.
- For the purpose of delivering educational services, managing learning activities, and conducting academic assessments and evaluations.
- For the purpose of managing examinations, coursework, assessments, grading processes, and the maintenance of academic results and records.
- For the purpose of administering user accounts, controlling system access, and ensuring the security, confidentiality, and proper operation of our information systems and digital platforms.
- For the purpose of communicating important information related to academic programmes, courses, examinations, institutional announcements, events, and other educational activities.
- For administrative, auditing, regulatory, and legal compliance purposes.
- For the purpose of generating academic reports, institutional statistics, and analytical insights using aggregated or anonymised data, without disclosing personally identifiable information.
How We Share Your Personal Data
Your personal data will not be disclosed to any third party without your prior consent, except where such disclosure is permitted or required under applicable laws and regulations, including the following circumstances:
- Where disclosure is required by applicable laws, regulations, court orders, or directives issued by authorised governmental or regulatory authorities.
- To third-party system vendors, technology partners, or ICT service providers appointed by the us to support the delivery and operation of our services.
- For audit, accreditation, quality assurance, and regulatory compliance purposes relating to the institution’s educational operations.
Protection and Security of Personal Data
We implement reasonable technical and organisational security measures to protect your personal data against:
- Unauthorised access, use, or disclosure of personal data
- Loss, misuse, or unauthorised use of personal data
- Unauthorised disclosure of personal data
How Long We Retain Your Personal Data
We will retain your personal data only for the period necessary to achieve the purposes for which it was collected and processed, or for such longer period as may be required to comply with legal, regulatory, or institutional obligations.
Rights of Data Subjects
- The right to access the personal data we hold about you.
- The right to request the correction, amendment, or updating of personal data that is inaccurate, incomplete, misleading, or outdated.
- Withdraw consent for the use of your personal data, subject to applicable academic regulations and institutional requirements.
How to Contact Us
Should you have any enquiries, concerns, or complaints relating to the collection, use, or protection of your personal data, please contact:
E-mail: haslinda@icym.edu.my
Phone: 06-2817732 ext 335