1. Introduction
1.1 MADA EDUCATION SERVICES SDN. BHD. (“the Company”, “we”) respects your privacy and is committed to protecting your personal data in accordance with Malaysia’s Personal Data Protection Act 2010, as amended, and the regulations made under it.
1.2 This policy explains what data we collect, how we use, share and protect it, how long we keep it, and your rights in relation to it.
1.3 The Company is responsible for the personal data it processes to provide its services.
2. Scope
2.1 This policy applies to the personal data of current and prospective students, their parents, guardians and authorised representatives, website visitors, and anyone who contacts us.
2.2 It does not apply to processing carried out by educational institutions, government authorities or third parties after they receive your data; that processing is governed by their own policies.
3. Data We Collect We collect only the data needed for the services you request, which may include:
• Identity data: full name, date of birth, gender, nationality, photograph.
• Contact data: phone and WhatsApp number, email, address, and contact details of a parent/guardian or emergency contact.
• Passport and education documents: passport details and copy, certificates, transcripts, language certificates, recommendation letters, CV, and any documents required by the institution.
• Study and admission data: preferred programmes and institutions, academic history, application status, offers, registration details, and scholarship or sponsorship details where applicable.
• Visa and immigration data: Student Pass application details, previous visas, and required financial evidence.
• Sensitive data: some procedures require health data, such as medical examination results. We process such data only with your explicit consent or where otherwise permitted by law, and only to the extent necessary.
• Transaction data: amounts we receive on your behalf, dates, transfer receipts and account names. We do not collect bank card details.
• Correspondence data: the content of messages, calls and notes relating to your application.
• Accommodation and travel data: flight details, arrival time and accommodation address, when you request reception and accommodation services.
• Technical data: when you visit the website, our hosting provider may automatically log technical data such as IP address, browser and device type, for operating and securing the website.
4. How We Collect Data
• Directly from you: through website forms, WhatsApp, email, calls, our office, or documents you send.
• From third parties: such as educational institutions when they send admission decisions, your parent/ guardian or authorised representative, or scholarship bodies.
• Automatically: the technical data described in clause 3.
If you give us another person’s data, such as a parent or sponsor, you confirm that you have their permission and have informed them of this policy.
5. How We Use Data
• Providing the services: assessing your study options and preparing, submitting and following up applications.
• Processing admission and registration and communicating with institutions about your application.
• Assisting with Student Pass and visa procedures.
• Arranging accommodation, reception, transport and post-arrival services.
• Receiving, transferring and documenting payments on your behalf.
• Communicating with you about your application and enquiries.
• Meeting legal and accounting obligations and responding to lawful requests from competent authorities.
• Preventing fraud and forgery and protecting the Company’s rights.
• Serving you again if you return to continue your studies, such as postgraduate study.
• Marketing, with your consent only: sending information about study opportunities that may interest you. You may withdraw consent at any time without affecting your services.
If you do not provide data: most of the data above is required by educational institutions and government authorities. If you do not provide it, we may be unable to provide the service or complete your application.
6. Sharing Data We do not sell your personal data. We share it only as necessary with:
• Educational institutions you choose to apply to, to assess your application, admission and registration.
• Government and competent authorities where necessary for a service you requested, or where required or permitted by law.
• Service providers your service requires, such as landlords and insurance, telecommunications and banking providers, to the extent needed to complete the service.
• Technology service providers we rely on to run our business, including our website hosting provider, email provider, cloud storage provider and form database. We require them to use the data only for the specified purposes and to protect it.
• Your parent, guardian or authorised representative according to the authorisation given, or for students under 18.
• Professional advisers such as lawyers, accountants and auditors.
7. Transfers Outside Malaysia
7.1 Because of the nature of our services, your data may be transferred or accessed outside Malaysia, including when you contact us from your home country, when members of our team based outside Malaysia access data needed to serve you, and when we use technology providers whose servers may be located outside Malaysia.
7.2 We transfer data outside Malaysia only as permitted by the Personal Data Protection Act and take reasonable steps to ensure it receives an appropriate level of protection.
8. Storage and Security
8.1 We store students’ data and documents on an external storage device owned by the Company and keep a backup with a cloud storage provider to prevent data loss.
8.2 Access to data is limited to authorised team members who need it for their work.
8.3 We take reasonable technical and organisational measures to protect your data from loss, misuse, and unauthorised access or disclosure.
8.4 No method of electronic transmission or storage is completely secure. If a data breach occurs, we will handle it in accordance with legal requirements, including notifying the competent authority and you where required.
8.5 We do not use artificial intelligence tools to process students’ passports or documents.
8.6 Please send your documents only through our official channels and do not share your data with anyone claiming to represent us through other channels.
9. Data Retention
Data category Retention period
Files of students we have served 6 years from the last service
Enquiries that did not become a service request 1 year from the last contact
Records of payments received on students’ behalf As required by law for accounting records
Marketing data Until consent is withdrawn
We keep student files for this period because many students return to us to continue their postgraduate studies. After the period ends, we delete or securely destroy the data unless the law requires us to keep it longer. You may request deletion of your file earlier under clause 10.
10. Your Rights Under applicable law, and subject to its exceptions, you have the right to:
• Access: request a copy of the data we hold about you.
• Correction: request correction of inaccurate, incomplete or outdated data.
• Withdraw consent: withdraw consent to processing based on it. This does not affect earlier processing and may prevent us from completing the service.
• Object to processing: ask us to stop processing for direct marketing, or processing that causes substantial unwarranted damage or distress.
• Deletion: request deletion of your data when it is no longer needed or where legally possible. We may need to keep some records for legal obligations. Data already submitted to an institution or government authority is subject to their policies, and we cannot delete it from their systems.
• Data portability: request transfer of your data as permitted by law.
To exercise any of these rights, contact our Data Protection Team at the email in clause 15. We may verify your identity before acting on your request and will respond within the period required by law. If you are not satisfied with our response, you may lodge a complaint with the Personal Data Protection Commissioner of Malaysia.
11. Cookies The website does not use analytics, advertising or tracking tools. It may use only cookies that are strictly necessary for it to function. You can control or delete cookies in your browser settings. If we decide to use non-essential cookies in future, we will update this policy and ask for your consent before using them.
12. Students Under 18 We provide services to students under 18. We process their data only with their parent’s or guardian’s consent and involve the parent or guardian in material decisions. If we learn that we have collected data of a student under 18 without parental consent, we will take appropriate steps to obtain consent or delete the data.
13. External Links The website may contain links to third-party websites, such as those of educational institutions or government authorities. We are not responsible for their privacy practices.
14. Changes to This Policy We may update this policy from time to time. The updated version will be published on the website with an updated “Last updated” date, and we will inform you of material changes. If a change requires new consent, we will ask for it. This policy is available in Arabic and English; in case of conflict, the English version prevails.
15. Privacy Contact
• Data Protection Team: MADA EDUCATION SERVICES SDN. BHD.
• Email: Madaedumy@gmail.com
• WhatsApp / Phone (Malaysia): +60 14 7544 399
• Address: Kenwingston, Persiaran Bestari, 63000 Cyberjaya, Selangor, Malaysia
MADA EDUCATION SERVICES SDN. BHD.