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Privacy Policy of the University of Tsukuba, Malaysia

Please read this Privacy Policy to understand how we process your personal data as a student, staff or relevant stakeholder in compliance with the Personal Data Protection Act 2010 (“PDPA”).

BY CLICKING OR CHECKING “SIGN UP”, “I AGREE TO THE PRIVACY POLICY OF THE UNIVERSITY OF TSUKUBA, MALAYSIA”, “I AGREE AND CONSENT TO THE COLLECTION, USE, DISCLOSURE, STORAGE, TRANSFER AND/OR PROCESSING OF MY PERSONAL DATA FOR THE PURPOSE STATED IN, AND UNDER THE TERMS OF, THE PRIVACY POLICY OF THE UNIVERSITY OF TSUKUBA, MALAYSIA” OR SIMILAR STATEMENTS AVAILABLE AT THE UNIVERSITY OF TSUKUBA, MALAYSIA ONLINE USER REGISTRATION PAGE OR IN THE COURSE OF PROVIDING YOU WITH THE SERVICES, YOU ACKNOWLEDGE THAT YOU HAVE READ AND UNDERSTOOD THE TERMS OF THIS PRIVACY POLICY AND THAT YOU HAVE AGREED AND CONSENTED TO THE COLLECTION, USE, DISCLOSURE, STORAGE, TRANSFER AND/OR PROCESSING OF YOUR PERSONAL DATA AS DESCRIBED AND UNDER THE TERMS HEREIN.

Introduction
The University of Tsukuba, Malaysia (hereinafter referred to as "the University"), recognises its social responsibility to handle personal data appropriately. In managing the personal data of users of the University, the University is committed to complying with all relevant Malaysian laws and regulations. This commitment extends to adhering to “the University of Tsukuba's Regulations on Personal Information and Management" (hereafter referred to as the "Regulations on Personal Information and Management") (Corporate Regulations No. 17, 2022) , with the utmost care thereof shall be taken.

Personal data is essentially information of you which is collected directly and/or indirectly and which distinguishes or identifies you, whether on its own or in combination with other information. In the course of your interaction with the University, we will inevitably collect and process your personal data, including data which is categorised as ‘sensitive personal data’ under the PDPA. You understand that when you share your personal data with us and signify acceptance of this Privacy Policy and practices, you are providing to us your explicit consent to process all your personal data, including your sensitive personal data.

1. The Importance of Reading Our Privacy Policy
It is important that you read this Privacy Policy together with any other applicable notices we may provide on specific occasions when we are collecting, using, disclosing and/or processing personal data about you so that you are fully aware of how and why we are using your personal data. This Privacy Policy applies in conjunction with other notices, contractual clauses and consent clauses that apply in relation to the collection, storage, use, disclosure and/or processing of your personal data by us and is not intended to override them unless we state expressly otherwise.

2. What personal data do we collect?
The University needs to collect and process your personal data for various academic, educational and administrative purposes. Generally, the personal data that we collect and process, include but is not restricted to:

Name, Identification number (NRIC), Passport number, Address, Contact numbers, Personal email address, Photo and images, Nationality, Student’s Gender, Date of birth, Previous qualification, Parents’/guardian’s marital status, Visa information, Emergency contact person(s) details, Billing- related information, Employment/occupation

You have the right to decide what information you wish to provide to us. However, we may not be able to consider/process your application, or provide you with our services, or administer your contract/transaction with us if you choose not to supply us with the necessary personal data, or the data supplied to us is insufficient or inaccurate.

3. Sensitive personal data
The personal data that we collect and process may include what is defined as ‘sensitive personal data’ under the Act and these include, but not restricted to:

Race, religion, health, records of misconduct and disciplinary action, records of criminal offence, family court orders

This sensitive information shall be treated carefully by the University and will only be used for specific purposes. It will not be released to a third party without your explicit consent unless it is necessary to protect your vital interests.

4. How do we collect your personal data?
Most of the personal data we collect and process of you have been given to us by you or are obtained through sources authorised by you or through authorised third parties, including

Registration and application forms submitted by you – e.g., for enrolment, scholarships/bursaries, camps & field trips, clubs & societies, locker request, library access, internship, graduation, university placements;
Education fairs, the University website/microsites, roadshows, conferences, seminars, public forums, events, campaigns & other marketing activities, call enquiries, social media platforms, IT or online platforms and systems, other digital media;
Affiliated institutions, sponsors, authorised third parties, marketing or recruitment agents, business partners;
Such other sources where you have given your consent for the disclosure of information relating to you (e.g., financial institutions, referees, sponsors);
Through employment & search agencies, online job portals, referrals;
Where it is otherwise publicly available or lawfully permitted.

5. How do we use your personal data?
We primarily use your personal data to provide our educational and/or other agreed services to you. The following non-exhaustive list outlines some specific purposes and/or circumstances in which your personal data may be used by us. Please note that if you do not provide the information required to register for specific services, you may not be able to use all or part of those specific services:-

To process application for admission;
To manage and respond to enquiries;
To maintain students’ personal details, academic and non-academic records;
To facilitate the internships, placement or work experience as well as co-curricular related activities and other university events;
To maintain a student/class register;
To provide the relevant administrative support, counselling and pastoral services;
To manage use of facilities including library, laboratories and so on;
To administer the graduation and alumni related events;
To administer the tuition fee and other payment;
To communicate with students on any important announcements;
To collect information for relevant local or international statutory authorities or exam boards;
To apply for and renew scholarships;
To contact student’s next of kin in case of emergency;
To comply with any regulatory, audit or security related requirements;
To pursue/collect any sums in arrears by our parents/guardians;
To care for the medical needs of students;
For all and any other ancillary purposes relating to our provision of service e.g., the supply of computers, iPads, other forms of telecommunications and technology services;
Any other purposes related to the smooth running of the University.

6. Disclosure of your personal data
The University will keep your personal data confidential unless you have given the written consent to such disclosure or it is within the ambit of permitted disclosures under prevailing laws/guidelines. The University may disclose your information to the categories of third parties as listed below (not restricted to):

When it is necessary to cooperate with a national agency, a local government, or an individual or entity entrusted by either a national agency or local government to execute affairs prescribed by law, where obtaining the user's consent is likely to impede the execution of such affairs.
When we are legally obligated to provide the information in accordance with applicable laws.
When it is necessary to protect the life, body, or property of users or third parties and obtaining the user's consent is difficult.
When outsourced by the University within the scope necessary to achieve the intended purpose of use.
Other than those described in the preceding items, in case the matter falls under the relevant Malaysian laws and regulations.

7. Security control measures
The University will take necessary and appropriate security control measures for the management of personal data. This includes preventing the leakage, loss, or damage of such data. In addition, the University will exercise necessary and appropriate supervision over the employees and entrusted staff members, etc. handling personal data. The main contents of the security control measures for personal data are as follows:-

To ensure the proper handling of personal data, this Privacy Policy has been established.
For each stage of obtaining, using, storing, providing, deleting / disposing of personal data, " Regulations for the Protection and Management of Personal Information" have been established. These rules specify handling methods, responsible persons/persons in charge, and their duties.
The University conducts periodic self-inspections of the status of personal data handling, as well as audits by other departments such as the Audit Office and external parties.
Training is provided to the employees on the matters to keep in mind regarding the handling of personal data.
In areas where personal data is handled, preventive measures, such as access controls to restrict unauthorised individuals, are implemented. In addition, entrance and exit controls for rooms, as well as restrictions on equipment and other items they may bring in, are enforced.
Measures are implemented to prevent the theft or loss of equipment, electronic media, and documents handling personal data. Additionally, steps are taken to ensure that personal data is not easily identifiable when such equipment, electronic media, etc., are carried, even within the University campus.
Access restrictions are implemented to limit the scope of persons in charge and the personal information databases handled.
The University has put in place mechanisms to protect information systems that handle personal data from unauthorised external access or unauthorised software.
When outsourcing the handling of personal information to foreign countries, the measures outlined in the following Article 8 and Article 9 are implemented.

8. Outsourcing the handling of personal data in foreign countries
The University outsources a part of this service to DreamApply OÜ ("DreamApply") located in Estonia, and provides users' personal information to them only when it is necessary within the scope of the purpose of use. The measures taken by the University for outsourcing the handling of personal information to DreamApply are as follows:-

In providing personal data to DreamApply, the University has entered into an outsourcing agreement with DreamApply.
In the outsourcing agreement mentioned in (1) above, DreamApply stipulates that personal data will be handled within the specified purposes of use. It further outlines that necessary and appropriate security control measures will be taken, necessary and appropriate supervision of the employees will be provided, re-consignment is prohibited, and provision of personal data to third parties is prohibited.
Estonia is regulated by the GDPR (EU General Data Protection Regulation) as an EU member state, and there is no system in Estonia that enables the government to collect a wide range of information from personal information held by businesses by imposing on them an obligation to cooperate extensively with the government's information collection activities, nor is there a system (data localization) in which businesses may be unable to respond to requests for erasure from the individual.
The University will inspect the measures taken by DreamApply in accordance with the outsourcing agreement as described in (2) above by receiving a written report from DreamApply once a year.
If DreamApply is handling personal information in violation of the outsourcing agreement including the measures described in (2) above, and if such handling is not corrected within a reasonable period of time even though the University requests DreamApply to promptly correct such handling in accordance with the outsourcing agreement, and if the University judges that it is difficult to ensure the continuous implementation of appropriate measures, in such cases, the provision of personal information to DreamApply will be suspended.

9. Transfer of your personal data outside of Malaysia
It may be necessary for us to transfer your personal data outside of Malaysia if any of the third parties mentioned in Article 6 (Disclosure of your personal data) above including our service providers or business partners who are involved in providing any services to us are located or have processing facilities in countries outside of Malaysia.
You consent to us transferring your personal data outside Malaysia to such third parties and for the purposes set out in Article 2 (Purposes of collecting and further processing (including disclosing) your personal data).
We shall take necessary steps to ensure that any such third parties are contractually bound to protect your personal information and that they can only process your personal data under our instructions.

You consent to us transferring your personal data outside Malaysia to such third parties and for the purposes set out in Article 2 (Purposes of collecting and further processing (including disclosing) your personal data).

We shall take necessary steps to ensure that any such third parties are contractually bound to protect your personal information and that they can only process your personal data under our instructions.

10. What are your rights?
You have certain qualified rights in relation to our processing of your personal data under the PDPA. Your rights include the following:-

Right to withdraw consent: You may by written notice withdraw consent to us to process your personal data at any time. However, please note that withdrawing your consent will mean that we are no longer able to provide our services to you and/or undertake certain transactions for you.
Right to access your information and/or to make corrections: You are entitled to know what personal data which is being processed of you. At the same time, it is your responsibility to ensure that the data we process of you is correct, accurate and complete. You may request reasonable access to your personal data to correct or amend any inaccurate information which we may hold of you.
Right to prevent processing: You may request that we temporarily or permanently cease processing activities on your personal data, especially if the processing is likely to cause you unwarranted distress.
Right to prevent processing for direct marketing: If you do not wish to receive direct marketing content or messages from the University, you may request that we cease processing your personal data for such purposes.

If you have any questions about this Privacy Policy or wish to exercise your rights, please get in touch with the Contact for Inquiries stated in Article 15 below.

11. Retaining your personal data
We retain personal data for as long as needed or permitted in light of the purpose(s) for which it was obtained and consistent with applicable law.

The criteria used to determine our retention periods include:

The length of time we have an ongoing relationship with you and provide the services to you (for example, for as long as you are a student of ours);
Whether there is a legal obligation to which we are subject (for example, certain laws require us to keep records of your transactions for a certain period of time before we can delete them); or
Whether retention is advisable in light of our legal position (such as in regard to applicable statutes of limitations, litigation or regulatory investigations).

12. Disclaimer
The University is not responsible for instances when users disclose their personal data to third parties either through the functions of this service or through other means, and the protection of personal data on third parties’ websites linked to this website.

13. Cookies and other analysis tools
Cookie is a small text file that is written to a visitor's hard disk when visiting website. This text file stores information that can be read by a site operator when you return to the website at a later date.
The University may use cookies and similar web tracking technologies (e.g., web beacons, pixels, etc.) to provide better service to visitors to our website, for the purpose of the following, for example:-

To remember login status and use it for visitor authentication, session maintenance, and security measures.
To improve convenience by remembering settings such as language and the date and time of the last visit.
To provide better services by understanding the number of visits and usage patterns, etc.

These features are provided to offer you with services appropriate to your visit to our website. However, unless you enter your personal information, we cannot identify you as a specific individual, and you remain anonymous. Web beacons are used to count the number of times a visitor visits our website, and to generate statistical data, but they do not have the ability to identify a specific individual.
The visitors to this website can control whether or not to accept cookies by using one or both of the following methods:-

If you see the cookie consent banner, you can select “Deny”, and disable cookies that are not essential to the functionality of the website.
You can disable cookies by using your browser settings or other tools.

However, if you choose to disable cookies or restrict the ability to set cookies, you may not be able to access all or some of the features of this website, which may limit your overall convenience on the website.

14. Google Analytics
This website uses Google Analytics for the sole purpose of measuring and analyzing visitor access status. The University and Google will not obtain personally identifiable information, and the data will be collected anonymously. The data collected by Google Analytics is managed in accordance with Google's privacy policy.

15. Contact for Inquiries
If you have any questions or complaints regarding the handling of personal information at the University, please contact the following.
Address: 1-1-1 Tennodai, Tsukuba, 305-8572 JAPAN
Email: malaysia.branch.pj@un.tsukuba.ac.jp

16. Amendment to this Privacy Policy
The University may revise all or part of this Privacy Policy and will always post the latest Privacy Policy on the website you are visiting. If there are any material changes, we will notify you by posting a notice on this site of the service.

Dasar Privasi Universiti Tsukuba, Malaysia
Sila baca Dasar Privasi ini untuk memahami cara kami memproses data peribadi anda sebagai pelajar, kakitangan atau pemegang kepentingan yang berkaitan dengan mematuhi Akta Perlindungan Data Peribadi 2010 (“PDPA”).

DENGAN MENGKLIK ATAU MENYEMAK “DAFTAR”, “SAYA BERSETUJU DENGAN DASAR PRIVASI UNIVERSITI TSUKUBA, MALAYSIA”, “SAYA BERSETUJU KEPADA PENGUMPULAN, PENGGUNAAN, PENDEDAHAN, PENYIMPANAN, PEMINDAHAN DAN/ATAU PEMPROSESAN DATA PERIBADI SAYA UNTUK TUJUAN YANG DINYATAKAN DI DALAM, DAN DI BAWAH TERMA, DASAR PRIVASI UNIVERSITI TSUKUBA, MALAYSIA” ATAU PENYATA SEPERTI YANG TERDAPAT DI UNIVERSITI TSUKUBA, MALAYSIA HALAMAN PENDAFTARAN PENGGUNA DALAM TALIAN ATAU DALAM KURSUS MENYEDIAKAN ANDA DENGAN PERKHIDMATAN YANG DIBERIKAN, ANDA BAHAWA ANDA TELAH MEMBACA DAN MEMAHAMI SYARAT DASAR PRIVASI INI DAN BAHAWA ANDA TELAH BERSETUJU TERHADAP PENGUMPULAN, PENGGUNAAN, PENDEDAHAN, PENYIMPANAN, PEMINDAHAN DAN/ATAU MEMPROSES DATA PERIBADI ANDA SEPERTI YANG DITERIKAN DAN DI BAWAH SYARAT DI SINI.

Pengenalan
Universiti Tsukuba, Malaysia (selepas ini dirujuk sebagai "Universiti"), mengiktiraf tanggungjawab sosialnya untuk mengendalikan data peribadi dengan sewajarnya. Dalam menguruskan data peribadi pengguna Universiti, Universiti komited untuk mematuhi semua undang-undang dan peraturan Malaysia yang berkaitan. Komitmen ini meliputi pematuhan kepada "Peraturan Universiti Tsukuba untuk Perlindungan dan Pengurusan Maklumat Peribadi" (selepas ini dirujuk sebagai "Peraturan untuk Perlindungan dan Pengurusan Maklumat Peribadi") (Peraturan Korporat No. 17, 2022), dengan penjagaan yang terbaik hendaklah diambil.

Data peribadi pada asasnya ialah maklumat anda yang dikumpul secara langsung dan/atau tidak langsung dan yang membezakan atau mengenal pasti anda, sama ada sendiri atau digabungkan dengan maklumat lain. Semasa interaksi anda dengan Universiti, kami pasti akan mengumpul dan memproses data peribadi anda, termasuk data yang dikategorikan sebagai 'data peribadi sensitif' di bawah PDPA. Anda memahami bahawa apabila anda berkongsi data peribadi anda dengan kami dan menandakan penerimaan Dasar dan amalan Privasi ini, anda memberikan kepada kami kebenaran eksplisit anda untuk memproses semua data peribadi anda, termasuk data peribadi sensitif anda.

1. Kepentingan Membaca Dasar Privasi Kami
Adalah penting untuk anda membaca Dasar Privasi ini bersama-sama dengan mana-mana notis terpakai lain yang mungkin kami berikan pada masa tertentu apabila kami mengumpul, menggunakan, mendedahkan dan/atau memproses data peribadi tentang anda supaya anda mengetahui sepenuhnya tentang cara dan sebab kami menggunakan data peribadi anda. Dasar Privasi ini terpakai bersama-sama dengan notis lain, klausa kontrak dan klausa persetujuan yang terpakai berhubung dengan pengumpulan, penyimpanan, penggunaan, pendedahan dan/atau pemprosesan data peribadi anda oleh kami dan tidak bertujuan untuk mengatasinya melainkan kami menyatakan sebaliknya secara nyata.

2. Apakah data peribadi yang kami kumpulkan?
Universiti perlu mengumpul dan memproses data peribadi anda untuk pelbagai tujuan akademik, pendidikan dan pentadbiran. Secara amnya, data peribadi yang kami kumpul dan proses, termasuk tetapi tidak terhad kepada:

Nombor Pengenalan (NRIC), Nombor Pasport, Alamat, Nombor Perhubungan, Alamat e-mel peribadi, Foto dan imej, Kewarganegaraan, Jantina Pelajar, Tarikh lahir, Kelayakan terdahulu, Status perkahwinan ibu bapa/penjaga, Maklumat Visa, Orang hubungan kecemasan( s) butiran, Maklumat berkaitan pengebilan, Pekerjaan/pekerjaan

Anda mempunyai hak untuk memutuskan maklumat yang ingin anda berikan kepada kami. Walau bagaimanapun, kami mungkin tidak dapat mempertimbangkan/memproses permohonan anda, atau memberikan anda perkhidmatan kami, atau mentadbir kontrak/urus niaga anda dengan kami jika anda memilih untuk tidak membekalkan kami dengan data peribadi yang diperlukan, atau data yang dibekalkan kepada kami tidak mencukupi atau tidak tepat.

3. Data peribadi yang sensitif
Data peribadi yang kami kumpul dan proses mungkin termasuk apa yang ditakrifkan sebagai 'data peribadi sensitif' di bawah Akta dan ini termasuk, tetapi tidak terhad kepada:
Bangsa, agama, kesihatan, rekod salah laku dan tindakan tatatertib, rekod kesalahan jenayah, perintah mahkamah keluarga
Maklumat sensitif ini hendaklah dikendalikan dengan teliti oleh Universiti dan hanya akan digunakan untuk tujuan tertentu. Ia tidak akan dikeluarkan kepada pihak ketiga tanpa kebenaran anda yang jelas melainkan perlu untuk melindungi kepentingan penting anda.

4. Bagaimanakah kami mengumpul data peribadi anda?
Kebanyakan data peribadi yang kami kumpulkan dan proses anda telah diberikan kepada kami oleh anda atau diperolehi melalui sumber yang dibenarkan oleh anda atau melalui pihak ketiga yang dibenarkan, termasuk:

Borang pendaftaran dan permohonan yang diserahkan oleh anda – cth., untuk pendaftaran, biasiswa/bursa, kem & lawatan lapangan, kelab & persatuan, permintaan loker, akses perpustakaan, latihan, pengijazahan, penempatan universiti;
Pameran pendidikan, tapak web/microsite Universiti, jerayawara, persidangan, seminar, forum awam, acara, kempen & aktiviti pemasaran lain, pertanyaan panggilan, platform media sosial, IT atau platform dan sistem dalam talian, media digital lain;
Institusi gabungan, penaja, pihak ketiga yang diberi kuasa, ejen pemasaran atau pengambilan, rakan kongsi perniagaan;
Sumber lain yang anda telah memberikan persetujuan anda untuk pendedahan maklumat yang berkaitan dengan anda (cth., institusi kewangan, pengadil, penaja);
Melalui agensi pekerjaan & carian, portal pekerjaan dalam talian, rujukan;
Jika ia tersedia secara terbuka atau dibenarkan secara sah.

5. Bagaimanakah kami menggunakan data peribadi anda?
Kami terutamanya menggunakan data peribadi anda untuk menyediakan perkhidmatan pendidikan dan/atau perkhidmatan lain yang dipersetujui kepada anda. Senarai tidak lengkap berikut menggariskan beberapa tujuan dan/atau keadaan tertentu di mana data peribadi anda mungkin digunakan oleh kami. Sila ambil perhatian bahawa jika anda tidak memberikan maklumat yang diperlukan untuk mendaftar untuk perkhidmatan tertentu, anda mungkin tidak boleh menggunakan semua atau sebahagian daripada perkhidmatan khusus tersebut:-

Untuk memproses permohonan kemasukan;
Untuk mengurus dan menjawab pertanyaan;
Untuk mengekalkan butiran peribadi pelajar, rekod akademik dan bukan akademik;
Untuk memudahkan latihan amali, penempatan atau pengalaman kerja serta aktiviti berkaitan kokurikulum dan acara universiti lain;
Untuk menyelenggara daftar pelajar/kelas;
Untuk menyediakan sokongan pentadbiran, kaunseling dan perkhidmatan pastoral yang berkaitan;
Menguruskan penggunaan kemudahan termasuk perpustakaan, makmal dan sebagainya;
Untuk mentadbir acara berkaitan graduasi dan alumni;
Untuk mentadbir yuran pengajian dan bayaran lain;
Untuk berkomunikasi dengan pelajar mengenai sebarang pengumuman penting;
Untuk mengumpul maklumat bagi pihak berkuasa berkanun tempatan atau antarabangsa atau lembaga peperiksaan yang berkaitan;
Untuk memohon dan memperbaharui biasiswa;
Untuk menghubungi waris pelajar sekiranya berlaku kecemasan;
Untuk mematuhi sebarang peraturan, audit atau keperluan berkaitan keselamatan;
Untuk mengejar/mengutip sebarang jumlah tertunggak oleh ibu bapa/penjaga kita;
Untuk menjaga keperluan perubatan pelajar;
Untuk semua dan sebarang tujuan sampingan lain yang berkaitan dengan penyediaan perkhidmatan kami cth., pembekalan komputer, iPad, bentuk perkhidmatan telekomunikasi dan teknologi lain;
Sebarang tujuan lain yang berkaitan dengan kelancaran perjalanan Universiti.

6. Pendedahan data peribadi anda
Universiti akan merahsiakan data peribadi anda melainkan anda telah memberikan kebenaran bertulis kepada pendedahan tersebut atau ia adalah dalam lingkungan pendedahan yang dibenarkan di bawah undang-undang/garis panduan yang lazim. Universiti boleh mendedahkan maklumat anda kepada kategori pihak ketiga seperti yang disenaraikan di bawah (tidak terhad kepada):

Apabila perlu untuk bekerjasama dengan agensi kebangsaan, kerajaan tempatan, atau individu atau entiti yang diamanahkan oleh sama ada agensi kebangsaan atau kerajaan tempatan untuk melaksanakan urusan yang ditetapkan oleh undang-undang, di mana mendapatkan persetujuan pengguna berkemungkinan akan menghalang pelaksanaan daripada urusan sedemikian.
Apabila kami bertanggungjawab secara sah untuk memberikan maklumat mengikut undangundang yang terpakai.
Apabila perlu untuk melindungi nyawa, badan, atau harta pengguna atau pihak ketiga dan mendapatkan persetujuan pengguna adalah sukar.
Apabila disumber luar oleh Universiti dalam skop yang diperlukan untuk mencapai tujuan penggunaan yang dimaksudkan.
Selain daripada yang diterangkan dalam butiran sebelumnya, sekiranya perkara itu berada di bawah undang-undang dan peraturan Malaysia yang berkaitan.

7. Langkah kawalan keselamatan
Universiti akan mengambil langkah kawalan keselamatan yang perlu dan sesuai untuk pengurusan data peribadi. Ini termasuk mencegah kebocoran, kehilangan atau kerosakan data tersebut. Di samping itu, Universiti akan melaksanakan penyeliaan yang perlu dan sewajarnya ke atas pekerja dan kakitangan yang diamanahkan, dsb. mengendalikan data peribadi. Kandungan utama langkah kawalan keselamatan untuk data peribadi adalah seperti berikut:-

Untuk memastikan pengendalian data peribadi yang betul, Dasar Privasi ini telah diwujudkan.
Bagi setiap peringkat mendapatkan, menggunakan, menyimpan, menyediakan, memadam / melupuskan data peribadi, "Peraturan untuk Perlindungan dan Pengurusan Maklumat Peribadi" telah diwujudkan. Peraturan ini menentukan kaedah pengendalian, orang/orang yang bertanggungjawab, dan tugas mereka.
Universiti menjalankan pemeriksaan sendiri secara berkala terhadap status pengendalian data peribadi, serta audit oleh jabatan lain seperti Pejabat Audit dan pihak luar.
Latihan diberikan kepada pekerja mengenai perkara yang perlu diingat mengenai pengendalian data peribadi.
Di kawasan di mana data peribadi dikendalikan, langkah pencegahan, seperti kawalan akses untuk menyekat individu yang tidak dibenarkan, dilaksanakan. Di samping itu, kawalan masuk dan keluar untuk bilik, serta sekatan ke atas peralatan dan barang lain yang mungkin dibawa masuk, dikuatkuasakan.
Langkah-langkah dilaksanakan untuk mencegah kecurian atau kehilangan peralatan, media elektronik, dan dokumen yang mengendalikan data peribadi. Di samping itu, langkah-langkah diambil untuk memastikan bahawa data peribadi tidak mudah dikenal pasti apabila peralatan, media elektronik, dll., dibawa, walaupun di dalam kampus Universiti.
Sekatan capaian dilaksanakan untuk mengehadkan skop orang yang bertanggungjawab dan pangkalan data maklumat peribadi yang dikendalikan.
Universiti telah menyediakan mekanisme untuk melindungi sistem maklumat yang mengendalikan data peribadi daripada akses luar yang tidak dibenarkan atau perisian yang tidak dibenarkan.
Apabila menyumber luar pengendalian maklumat peribadi ke negara asing, langkah-langkah yang digariskan dalam Perkara 8 dan Perkara 9 berikut dilaksanakan.

8. Penyumberan luar pengendalian data peribadi di negara asing
Universiti menyumber luar sebahagian daripada perkhidmatan ini kepada DreamApply OÜ ("DreamApply") yang terletak di Estonia, dan memberikan maklumat peribadi pengguna kepada mereka hanya apabila ia perlu dalam skop tujuan penggunaan. Langkah-langkah yang diambil oleh Universiti untuk penyumberan luar pengendalian maklumat peribadi kepada DreamApply adalah seperti berikut:-

Dalam menyediakan data peribadi kepada DreamApply, Universiti telah memeterai perjanjian penyumberan luar dengan DreamApply.
Dalam perjanjian penyumberan luar yang dinyatakan dalam (1) di atas, DreamApply menetapkan bahawa data peribadi akan dikendalikan dalam tujuan penggunaan yang ditetapkan. Ia seterusnya menggariskan bahawa langkah kawalan keselamatan yang perlu dan sesuai akan diambil, penyeliaan yang perlu dan sewajarnya terhadap pekerja akan disediakan, penghantaran semula adalah dilarang, dan penyediaan data peribadi kepada pihak ketiga adalah dilarang.
Estonia dikawal oleh GDPR (Peraturan Perlindungan Data Umum EU) sebagai negara anggota EU, dan tiada sistem di Estonia yang membolehkan kerajaan mengumpul pelbagai maklumat daripada maklumat peribadi yang dipegang oleh perniagaan dengan mengenakannya kewajipan untuk bekerjasama secara meluas dengan aktiviti pengumpulan maklumat kerajaan, dan tiada sistem (penyetempatan data) di mana perniagaan mungkin tidak dapat menjawab permintaan pemadaman daripada individu tersebut.
Universiti akan memeriksa langkah-langkah yang diambil oleh DreamApply mengikut perjanjian penyumberan luar seperti yang dinyatakan dalam (2) di atas dengan menerima laporan bertulis daripada DreamApply sekali setahun.
Jika DreamApply mengendalikan maklumat peribadi yang melanggar perjanjian penyumberan luar termasuk langkah-langkah yang diterangkan dalam (2) di atas, dan jika pengendalian tersebut tidak diperbetulkan dalam tempoh masa yang munasabah walaupun Universiti meminta DreamApply untuk membetulkan pengendalian sedemikian dengan segera dalam mengikut perjanjian penyumberan luar, dan jika Universiti menilai bahawa sukar untuk memastikan pelaksanaan berterusan langkah-langkah yang sesuai, dalam kes sedemikian, penyediaan maklumat peribadi kepada DreamApply akan digantung.

9. Pemindahan data peribadi anda ke luar Malaysia
Kami mungkin perlu memindahkan data peribadi anda ke luar Malaysia jika mana-mana pihak ketiga yang disebut dalam Perkara 6 (Pendedahan data peribadi anda) di atas termasuk pembekal perkhidmatan atau rakan kongsi perniagaan kami yang terlibat dalam menyediakan sebarang perkhidmatan kepada kami berada. atau mempunyai kemudahan pemprosesan di negara luar Malaysia.

Anda membenarkan kami memindahkan data peribadi anda ke luar Malaysia kepada pihak ketiga tersebut dan untuk tujuan yang dinyatakan dalam Perkara 2 (Tujuan untuk mengumpul dan memproses selanjutnya (termasuk mendedahkan) data peribadi anda).

Kami akan mengambil langkah yang perlu untuk memastikan bahawa mana-mana pihak ketiga tersebut terikat secara kontrak untuk melindungi maklumat peribadi anda dan bahawa mereka hanya boleh memproses data peribadi anda di bawah arahan kami.

10. Apakah hak anda?
Anda mempunyai hak tertentu yang layak berhubung dengan pemprosesan data peribadi anda di bawah PDPA. Hak anda termasuk yang berikut:-

Hak untuk menarik balik kebenaran: Anda boleh melalui notis bertulis menarik balik kebenaran kepada kami untuk memproses data peribadi anda pada bila-bila masa. Walau bagaimanapun, sila ambil perhatian bahawa menarik balik persetujuan anda bermakna kami tidak lagi dapat menyediakan perkhidmatan kami kepada anda dan/atau menjalankan transaksi tertentu untuk anda.
Hak untuk mengakses maklumat anda dan/atau membuat pembetulan: Anda berhak mengetahui data peribadi anda yang sedang diproses. Pada masa yang sama, adalah menjadi tanggungjawab anda untuk memastikan bahawa data yang kami proses mengenai anda adalah betul, tepat dan lengkap. Anda boleh meminta akses yang munasabah kepada data peribadi anda untuk membetulkan atau meminda sebarang maklumat tidak tepat yang mungkin kami simpan mengenai anda.
Hak untuk menghalang pemprosesan: Anda boleh meminta kami menghentikan sementara atau kekal aktiviti pemprosesan pada data peribadi anda, terutamanya jika pemprosesan itu berkemungkinan menyebabkan anda mengalami kesusahan yang tidak wajar.
Hak untuk menghalang pemprosesan untuk pemasaran langsung: Jika anda tidak mahu menerima kandungan pemasaran langsung atau mesej daripada Universiti, anda boleh meminta kami menghentikan pemprosesan data peribadi anda untuk tujuan tersebut.

Jika anda mempunyai sebarang soalan tentang Dasar Privasi ini atau ingin menggunakan hak anda, sila hubungi Kenalan untuk Pertanyaan yang dinyatakan dalam Artikel 15 di bawah

11. Mengekalkan data peribadi anda
Kami menyimpan data peribadi selama yang diperlukan atau dibenarkan berdasarkan tujuan (-tujuan) ia diperoleh dan selaras dengan undang-undang yang terpakai.

Kriteria yang digunakan untuk menentukan tempoh pengekalan kami termasuk:

Tempoh masa kami mempunyai hubungan berterusan dengan anda dan menyediakan perkhidmatan kepada anda (contohnya, selagi anda adalah pelajar kami);
Sama ada terdapat kewajipan undang-undang yang mana kami tertakluk (contohnya, undang-undang tertentu memerlukan kami menyimpan rekod transaksi anda untuk tempoh masa tertentu sebelum kami boleh memadamkannya); atau
Sama ada pengekalan adalah dinasihatkan berdasarkan kedudukan undang-undang kami (seperti berkenaan dengan statut pengehadan, litigasi atau penyiasatan kawal selia yang berkenaan).

12. Penafian
Universiti tidak bertanggungjawab untuk keadaan apabila pengguna mendedahkan data peribadi mereka kepada pihak ketiga sama ada melalui fungsi perkhidmatan ini atau melalui cara lain, dan perlindungan data peribadi pada laman web pihak ketiga yang dipautkan ke laman web ini.

13. Kuki dan alat analisis lain
Kuki ialah fail teks kecil yang ditulis pada cakera keras pelawat semasa melawat tapak web. Fail teks ini menyimpan maklumat yang boleh dibaca oleh pengendali tapak apabila anda kembali ke tapak web di kemudian hari.
Universiti boleh menggunakan kuki dan teknologi penjejakan web yang serupa (cth., suar web, piksel, dll.) untuk menyediakan perkhidmatan yang lebih baik kepada pelawat ke tapak web kami, untuk tujuan berikut, contohnya:-

Untuk mengingati status log masuk dan menggunakannya untuk pengesahan pelawat, penyelenggaraan sesi dan langkah keselamatan.
Untuk meningkatkan kemudahan dengan mengingati tetapan seperti bahasa dan tarikh dan masa lawatan terakhir.
Untuk menyediakan perkhidmatan yang lebih baik dengan memahami bilangan lawatan dan corak penggunaan, dsb.

Ciri-ciri ini disediakan untuk menawarkan anda perkhidmatan yang sesuai dengan lawatan anda ke laman web kami. Walau bagaimanapun, melainkan anda memasukkan maklumat peribadi anda, kami tidak dapat mengenal pasti anda sebagai individu tertentu, dan anda kekal tanpa nama. Suar web digunakan untuk mengira bilangan kali pelawat melawat tapak web kami, dan untuk menjana data statistik, tetapi mereka tidak mempunyai keupayaan untuk mengenal pasti individu tertentu.
Pelawat ke laman web ini boleh mengawal sama ada menerima kuki atau tidak dengan menggunakan satu atau kedua-dua kaedah berikut:-

Jika anda melihat sepanduk persetujuan kuki, anda boleh memilih "Tolak", dan melumpuhkan kuki yang tidak penting untuk kefungsian tapak web.
Anda boleh melumpuhkan kuki dengan menggunakan tetapan penyemak imbas anda atau alatan lain.

Walau bagaimanapun, jika anda memilih untuk melumpuhkan kuki atau menyekat keupayaan untuk menetapkan kuki, anda mungkin tidak dapat mengakses semua atau beberapa ciri tapak web ini, yang mungkin mengehadkan keselesaan keseluruhan anda di tapak web.

14. Google Analitis
Laman web ini menggunakan Google Analitis untuk tujuan mengukur dan menganalisis status akses pelawat. Universiti dan Google tidak akan mendapatkan maklumat yang boleh dikenal pasti secara peribadi dan data tersebut akan dikumpul tanpa nama. Data yang dikumpul oleh Google Analitis diurus mengikut dasar privasi Google.

15. Hubungi untuk Pertanyaan
Jika anda mempunyai sebarang pertanyaan atau aduan mengenai pengendalian maklumat peribadi di Universiti, sila hubungi pihak berikut.
Alamat: 1-1-1 Tennodai, Tsukuba, 305-8572 JAPAN
E-mel: malaysia.branch.pj@un.tsukuba.ac.jp

16. Pindaan kepada Dasar Privasi ini
Universiti boleh menyemak semua atau sebahagian daripada Dasar Privasi ini dan akan sentiasa menyiarkan dasar privasi terkini di tapak web yang anda lawati. Jika terdapat sebarang perubahan penting, kami akan memberitahu anda dengan menyiarkan notis di tapak perkhidmatan ini.

Site Policy of University of Tsukuba, Malaysia
1. About this site
This University of Tsukuba, Malaysia Website (hereinafter referred to as the "site") is created by the University of Tsukuba (hereinafter referred to as "the University"). The visitors are deemed to have agreed to the Site policy and the Privacy Policy set forth below (URL link of the Privacy Policy).

2. Copyrights

The copyright of the Site is owned by the University. However, the copyrights to the contents of the site (data, articles, photos, videos, illustrations, logos, and all other works that comprise this site. The same applies below.) may be owned by other copyright holders.
The Site and the contents of the Site may not be reproduced, translated, adapted, publicly transmitted, publicly displayed or in other methods without the consent of the copyright holder.

3. Links to pages

Links to the Site and its content may be freely created. However, the University reserves the right to refuse links at its discretion, depending on the content and other factors. In addition, the following of links are not permitted.

Links that do not clearly show that the destination is the Site or the content on the Site (e.g.,displaying only a portion of the Site in a cut-out frame);
Links in such a way that would have the effect of interfering with the normal operation of the Site;
Links that may harm the rights or interests of the University or third parties, or harm public order and morals;
Links that may represent a risk of defame or slander or loss of credibility by the University or a third party.

The University may take necessary measures if its rights or interests are infringed by creating a link to this Site or the content on this Site.

4. External Links
The University is not responsible for the content of external links posted on the Site. The University does not any accept requests to post links to external links to the Site.

5. Cookies
In order to improve its services and provide services that are more suitable for users, the Site uses Cookies (small data files that stored onto the hard disk of visitors to websites such as this site). This includes cookies that are used to measure visitors' access to the site and services provided by third parties, including Google Analytics, for the purpose of maintaining and improving the quality of the services and content of the site.

6. Disclaimer

Although every precaution is taken to ensure the accuracy and content on the Site, it may contain incomplete descriptions or typographical errors. The University is not responsible for any actions taken by visitors using the information on the Site (including the establishment of links to the Site and its contents). In addition, the user agrees that they receive no guarantee of any kind by using the Site.
The Site, the contents on the Site, and the URLs related thereto may be changed or deleted without prior notice.
Although every precaution is taken to ensure the stable operation of the Site, it may be suspended due to maintenance, fire, power outage, other natural disasters, viruses, or interference by third parties.

7. Security
This service uses SSL (Secure Sockets Layer) encrypted communication for information flow between the web server and the visitor’s browser to ensure safety.

8. JavaScript
The Site uses JavaScript in some of its contents. If JavaScript is not enabled in your browser settings, some of the contents may not be displayed or operated correctly.

9. Google Analytics

The Site uses Google Analytics for the sole purpose of measuring and analyzing the access status of visitors. The University and Google do not collect personally identifiable information, and the data is aggregated anonymously.
The data collected by Google Analytics is managed in accordance with Google's Privacy Policy.

Privacy Policy of University of Tsukuba, Malaysia
The University of Tsukuba (including University of Tsukuba, Malaysia, hereinafter referred to as "the University") is deeply aware of its social responsibility as a university to handle personal information appropriately, and in relation to the management of the personal information of users of the University of Tsukuba, Malaysia Website (hereinafter referred to as "the Service"), the University will comply with all relevant Malaysian and Japanese laws and regulations, as well as “The University of Tsukuba’s Regulations on Personal Information Protection and Management" (hereafter referred to as the "Regulations on Personal Information Protection and Management") (Corporate Regulations No. 17, 2022) , and the utmost care thereof shall be taken.

1. Name of the University, address, and representative

The University of Tsukuba

1-1-1 Tennodai, Tsukuba, Ibaraki 305-8577, Japan

Representative President Kyosuke NAGATA

2. Scope
This policy applies to all personal information obtained by the University. However, the University may apply a separate privacy policy, terms of use, or additional provisions to this policy (collectively, the "Individual Policies") for specific services. The Individual Policies describe what personal information the University collects, how it is used, and how it is provided in connect with those specific services, as well as other policies applicable to those specific services. In the event of any conflicts between the Individual Policies and this Policy, the Individual Policies will prevail.

3. Collection of personal information and purpose of using personal information
The University obtains personal information of users in a lawful and fair manner, after explicitly stating or notifying them of purpose of use in advance. The personal information will be used for the following purposes. Please note that if you do not provide the information required to register for specific services, you may not be able to use all or part of those specific services:-

To dispatch the information from the University
To provide this Service to users and operation
To contact users and respond to inquiries
To help improve this Service and develop new services, etc.
For security and to prevent and respond to unauthorized use
For admission selection, announcement of acceptance, and admission procedures
For operations related to academic affairs (student enrollment management, academic guidance, etc.), student supports (health management, scholarship applications, etc.), and tuition fees, after the successful applicant's enrollment.
To conduct surveys, analysis and research for the improvement of admission selection methods, etc. and for public relations purposes
To create and use statistical data processed into a format that does not identify individuals, and to publish such data on the University's website

4. Disclosure of Personal Information to Third Parties
In principle, the University will not disclose users' personal data to third parties without obtaining the users' prior consent, except as permitted under applicable laws. However, this does not apply in the following cases:

When it is necessary to cooperate with a national agency, a local government, or an individual or entity entrusted by either a national agency or local government in order to execute affairs prescribed by law, where obtaining the user's consent is likely to impede the execution of such affairs.
When we are required to provide the information by laws.
When it is necessary to protect the life, body, or property of users or third parties and it is difficult to obtain the user's consent
When outsourced by the University within the scope necessary to achieve the purpose of use
Other than those described in the preceding items, in case the matter falls under Article 27.1 of the Act on the Protection of Personal Information (Act No. 57 of May 30, 2003),

5. Matters Concerning Security Control Measures
The University will take necessary and appropriate security control measures for the management of personal data, including the prevention of leakage, loss, or damage. In addition, the University will exercise necessary and appropriate supervision over the employees and entrusted staff members, etc. handling personal data. The main contents of the security control measures for personal data are as follows:

To ensure the proper handling of personal data, the University has established this policy regarding "compliance with related laws, regulations, guidelines, etc." and "contact for handling questions and complaints”.
For each stage of obtain, use, storage, provision, deletion / disposal, ""Regulations on Personal Information Protection and Management" has been established, which specifies handling methods, responsible persons/persons in charge, and their duties.
Along with appointing a personal information protection manager and a person in charge of personal information protection as the person in charge of handling personal data, the University clarifies the scope of personal data handled by the employees and such staffs, and establishes a system for reporting to the person in charge of handling personal data, in case any fact or indication of violation of the Personal Information Protection Law or Regulations on Personal Information Protection and Management is detected.
The University conducts periodic self-inspections of the status of personal data handling, as well as audits by other departments such as the Audit Office and external parties.
Training is provided to the employees on the matters to keep in mind regarding the handling of personal data.
In the areas where personal data is handled, access preventive control to personal data for unauthorized persons is implemented, as well as entrance and exit control for rooms and restrictions on equipment and other items they may bring in.
The measures are taken to prevent theft or loss of equipment, electronic media, and documents that handle personal data, and the measures are also taken to ensure that personal data is not easily identified when such equipment, electronic media, etc. are carried, including within the University campus.
The access of the persons in charge and the personal information database which is handled by them is limited.
The University has put in place mechanisms to protect information systems that handle personal data against unauthorized external access or unauthorized software.
With respect to the outsourcing of the handling of personal information in foreign countries, the measures set forth in the following article are implemented.

6. Outsourcing the Handling of Personal Information in Foreign Countries
The University outsources a part of this service to DreamApply OÜ ("DreamApply") located in Estonia, and provides users' personal information to them only when it is necessary within the scope of the purpose of use. The measures taken by the University for outsourcing the handling of personal information to DreamApply are follows:

In providing personal information to DreamApply, the University has entered into an outsourcing agreement with DreamApply.
In the outsourcing agreement described in (1) above, DreamApply stipulates that personal data will be handled within the scope of the specified purposes of use, that the necessary and appropriate security control measures will be taken, that the necessary and appropriate supervision of the employees will be provided, that re-consignment is prohibited, and that provision of personal data to third parties is prohibited.
Estonia is regulated by the GDPR (EU General Data Protection Regulation) as an EU member state, and there is no system in Estonia that enables the government to collect a wide range of information from personal information held by businesses by imposing on them an obligation to cooperate extensively with the government's information collection activities, nor is there a system of data localization in which businesses may be unable to respond to requests for erasure from the individual.
The University will inspect the measures taken by DreamApply in accordance with the outsourcing agreement as described in (2) above by receiving a written report from DreamApply once a year.
If DreamApply is handling personal information in violation of the outsourcing agreement including the measures described in (2) above, and if such handling is not corrected within a reasonable period of time even though the University requests DreamApply to promptly correct such handling in accordance with the outsourcing agreement, and if the University judges that it is difficult to ensure the continuous implementation of appropriate measures, in such cases, the provision of personal information to DreamApply will be suspended.

7. Change of Personal Information
In the event that a user requests the reference, correction, deletion, addition, or discontinuation of use of the personal information of such individual, the University will respond to the request within a reasonable period of time after confirming the identity of the user through the prescribed procedures. If you have any questions about this policy or wish to exercise your rights, please contact the contact stated in 11 below.

8. Disclaimer
The University is not responsible for when users disclose their personal data to third parties through the functions of this Service or through other means, and the protection of personal data on third parties’ websites linked to this website.

9. Cookies and other analysis tools
Cookie is small text files that stored onto a visitor's hard disk when visiting website. This textfiles store information that can be read by a site operator when you return the website again at a later date.
The University may use cookies and similar web tracking technologies (e.g., web beacons, pixels, etc.) to provide better service to visitors to our website, for the purpose of the following, for example:

To remember login status and use it for visitor authentication, session maintenance, and security measures.
To improve convenience by remembering settings such as language and the date and time of the last visit.
To provide better services by understanding the number of visits and usage patterns, etc.

If you see the cookie consent banner, you can select “Deny”, and disable cookies that are not essential to the functionality of the website.
You can disable cookies by using your browser settings or other tools.

10. Google Analytics
The Site uses Google Analytics for the sole purpose of measuring and analyzing the access status of visitors. The University and Google do not collect personally identifiable information, and the data is aggregated anonymously. The data collected by Google Analytics is managed in accordance with Google's Privacy Policy.

11. Contact for Inquiries
If you have any questions or complaints regarding the handling of personal information at the University, please contact the following.

Address 1-1-1 Tennodai, Tsukuba, Ibaraki 305-8577, Japan
Email malaysia.branch.pj@un.tsukuba.ac.jp

12. Revision of University of Tsukuba, Malaysia Privacy Policy
The University may revise all or part of the "University of Tsukuba, Malaysia Privacy Policy" and will always post the latest privacy policy on the website you are visiting. If there are any material changes, we will notify you by posting a notice on this site of the Service.