privacy policy
PRIVACY POLICY
This Privacy Policy sets out how Education Malaysia Global Services and its subsidiaries (“we”, “us”, “our” or “EMGS” as the context requires) collect, store and handle personal information (as defined below) of individuals in accordance with the Personal Data Protection Act 2010 (“PDPA”) and the laws of Malaysia. Please read this Privacy Policy to understand how we use the personal information we may collect from you. By providing your personal information to us, you are consenting to this Privacy Policy and the collection, use, access, transfer, storage and processing of your personal information as described in this Privacy Policy.
“Data user” is EMGS and/or EMGS subsidiaries and/or relevant government agencies and/or any of our authorised agents and representatives from time to time.
“Application” is the process of applying for entry to courses offered by institutions of further and higher education which are accredited and licensed by the Government of Malaysia or the process for applying for permission to enter and remain in Malaysia as a student. The application is processed by EMGS and/or Malaysian Authoritative bodies and/or third parties including government agencies and/or their agents. The application may be updated with any revisions, including decisions from the higher education establishments and examination results received during the remainder of the application cycle.
“Visa application” means any part, sum of parts, or the whole of the application towards obtaining the leave to remain in Malaysia (a “visa”) from the Malaysian Department of Immigration. This includes the application for Visa Approval Letter (VAL), Single Entry Visa, Student Pass, i-Kad, any immigration endorsement or stamp, or any instrument used by the Malaysian Department of Immigration for the aforementioned purposes.
“Sensitive personal data” means any personal data consisting of information as to the physical or mental health or condition of a data subject, his political opinions, his religious beliefs or other beliefs of a similar nature, the commission or alleged commission by her/him of any offence or any other personal data as the Minister may determine by order published in the Gazette.
“Website” is referring to educationmalaysia.gov.my and any of its subdomains where applicable.
“Personal information” or “personal data” refers to any information which relates directly or indirectly to you. This includes any information that can be used to distinguish, identify or contact you. For the purposes of this Privacy Policy, personal information encompasses sensitive personal information which relates to information relating to your health, political opinions, religious beliefs, etc. For the avoidance of doubt, please note that this Privacy Policy is applicable only if you are a natural person / an individual.
1. Data Quality
We take steps to ensure that the personal information we collect is accurate, up to date and complete. These steps include correcting personal information that is inaccurate, out-of-date, incomplete, irrelevant or misleading when it is reasonable to do so.
Regular audits and quality inspections are conducted to ensure the accuracy and integrity of information is checked regularly and any systemic data quality issues are identified and resolved promptly.
2. Information We Collect About You
In order for us to provide you with our services and to operate in an efficient and effective manner by providing you with the best service possible, we need to collect relevant personal information from you. The personal information collected by us may include (but is not limited to) the following:
- Contact information such as your name, date of birth, identification supporting documents (including national registration identification or passport number), gender, nationality and ethnicity, preferred language, current private and/or business address, telephone or mobile phone number, fax number, email address;
- The status of the services you have acquired from us;
- How you use the Products and/or Service (for example traffic data such as numbers and addresses of calls, SMS, MMS, emails and other communications made and received by you and the date, duration, time and cost of such communications);
- The amount of data that has been received and/or sent by you;
- Information which you provide to us or the institution in connection with your application or/and visa application, which will be handled in accordance with this privacy policy and our data protection statement, which forms part of the declaration;
- Information required by any authoritative bodies and/or government agencies and/or relevant Institution which may include sensitive personal data; and,
- If you contact us, we may keep a record of that correspondence.
3. Checking Your Personal Information
The person providing the Personal Information shall be responsible to ensure that all information provided to us are correct.
If you wish to verify or amend the details you have submitted to us, you may do so by contacting us via the e-mail address or address stated at paragraph 10 of this Policy. Our security procedures mean that we may request proof of identity before we reveal information. This proof of identity will take the form of your e-mail address and password submitted upon registration. You must therefore keep this information safe as you will be responsible for any action which we take in response to a request from someone using your e-mail and password. We would strongly recommend that you do not use the browser’s password memory function as that would permit other people using your terminal to access your personal information.
4. How we use your personal information
| 4.1. | We may use personal information held about you and/or provided by you in the following ways: |
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We may disclose your personal information included in your application or/and visa application, or which you subsequently supply to us, with the staff of the institutions which (i) you have previously or currently attend as a student or (ii) you are making application to attend for further or higher education as indicated in your application or/and visa application; or (iii) consular representatives from your country of origin. We may also disclose your personal information to third parties including but not limited to any authoritative bodies and/or government agencies and/or relevant Institution. The discloser of your personal information may also be done in order to comply with any legal obligation, or in order to enforce or apply our terms of; or to protect the rights, property, or safety of EMGS, or other related bodies or individuals. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction. |
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The Government of Malaysia requires prospective International students to submit visa applications in conjunction with the Higher Education Institution, Language Institution and/or Technical & Vocational Institution (“the Institution”) (as the case may be) upon acceptance of the course. This means the Institution will be passing personal data and sensitive personal data to us for processing. EMGS assumes that the Institution will comply with the provisions of the Act in the handling of your data and EMGS disclaims any liability for any breach of the Act arising from the actions or failings of any Institution. |
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EMGS and/or EMGS subsidiaries and/or any of their authorised agents and/or representatives will take all reasonable precautions to protect the security of your data however we cannot be liable to you for any loss or damage suffered by you as a result of an unauthorised third party having accessed your application or/and visa application. |
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When you use our website to submit an application or/and visa application, we may invite you to participate in surveys intended to assist us in the development of our services or for enhancement of areas of study in which you have expressed interest. Whilst your views will be welcome to us, there is no obligation for you to respond. You will be given details of the purpose of the survey and the parties who will undertake it. |
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We may, on eg, be required to undertake a check of your identity. This will be conducted in confidence. |
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EMGS will cooperate, where it is required to do so, with enquiries from authorities which demonstrate a legal requirement for access to information about you. These include, but are not limited to: Malaysian and international police forces, the Malaysian Department of Immigration, the Ministry Home Affairs, the Ministry of Higher Education, any of their predecessors and successors, and any other bona fide investigators on behalf of other agencies pursuing a lawful enquiry. |
5. Third Party Sites
This site contains links to other sites. This Privacy Policy only applies to this site only. It should be noted that the website in the links available may have different privacy policies and visitors are advised to read and understand the privacy policy of every website they visit.
6. Cookies
We use cookies for maintaining contact with a user through a website session. Cookies allow us to recognise the sequence od connections from browsers as you access our website.
7. Site Visit Data
A record of each visit to our site is logged. Information is recorded for statistical purposes and is used by us to monitor the use of the site, discover what information is most and least accessed and to make the site more useful.
The information we log when you access our website includes:
- your IP or server address
- the date and time of your visit to the site
- the pages or files accessed by you
- your operating system
- your web browser version and type
- the time taken to transmit the information to you
- the previous internet address from which you were referred to our website.
The information we collect is analysed to show broken links on our website, bottlenecks, and other site problems. We use this information to maintain the site for efficient use.
We might also collect information about the IT device you use. This information could be used to identify you to assist us to carry out our functions and activities.
8. Communication & Marketing
We may occasionally update you on information about specific funding, sponsorship and products that we think may be of interest to you, general information relevant to students and marketing information.
You will also be given the opportunity to receive such communications from us and selected third parties. You will have the option to opt-out of receiving marketing communications from us and/or selected third parties. If you do not wish to continue to receive marketing from us and/or selected third parties you should opt-out by contacting us via the e-mail address or address given herein.
9. Policy Amendments
If there are amendments to this privacy policy, changes will be updated on this page.
10. Contacting Us
We are always pleased to hear from you. We are always grateful for any time you spend providing us with the knowledge we need to ensure our users are completely satisfied – we want you to return to the site and to recommend us to your friends and family. If you have any questions or feedback about this statement, or if you would like us to stop processing your information, please do not hesitate to contact a member of the EMGS team, who will be delighted to answer any questions you may have. You may contact us via the email address or address given below:
Data Protection Officer
