1.1 Type of Personal Data

“Personal Data” means any information which identifies you as an individual, including but not limited to:

• Name, title, education background, identity card number, passport number, EPF account number, SOCSO account number, income tax number;
• Contact information such as mobile phone number, house address, e-mail address, emergency contact details, parents and/or guardian details, Skype, LinkedIn, Twitter, Facebook and other mode of connection through the social media;
• Demographic information such as race, religion, nationality, gender and preferences;
• Medical details;
• Attendance records, examination results, academic records and performance in TOA;
• Images (including photographs), information in audio and/or video format (including voice, video recording, closed-circuit television (‘’CCTV”) and security recording) and any information relating to you;
• List of awards and recognition won from both local and international competition;
• Research grants details;
• Particulars of your spouse, parents or family members;
• Banking information;
• Any information that has been or may be collected, stored, used or processed by TOA from time to time in connection with any commercial relationship with TOA.

Additional personal data that we may collect during times of crisis such as but not limited to: war, terrorism, riots, natural disaster, health crisis, disease outbreak are:

• Health and physical condition;
• Health condition of individuals in your household;
• Test result of you or individuals in your household (if any);
• Whether you are or were in self-isolation when you are or were unwell;
• Body temperature

It is obligatory for you to supply such additional personal data if you enter any of our premises or attend any of our events during such times of crisis.

1.2 Source of Personal Information

• Student / Potential Student
  

  TOA collects your Personal Data directly or indirectly from you, your parents, your family members, your guardians and / or recruitment agents, from variety of sources including without limitation through completed enquiry, course application form via various means including online and physical hardcopies, at education fairs, events, conferences, talks, seminars, classes or by using TOA website.

• Parent / Guardian of Student / Potential Student
  

  TOA collects your Personal Data directly or indirectly from you, your child and / or recruitment agents, from a variety of sources including without limitation through completed enquiry, course application form via various means including online and physical hardcopies at education fairs, events, conferences, talks, seminars or by using TOA website.

• Alumni
  

  TOA collects your Personal Data directly or indirectly from you when you via variety of sources including but without limitation when you register at our alumni community website and / or at our events, conferences, talks, seminars or by using TOA website.

• Employer / Potential Employer of TOA’s Student / Graduate
  

  TOA collects your Personal Data directly or indirectly from you or your colleagues when you register at our career portal as means of providing job opportunities to our students / graduates. Your personal data may also be collected via cookies by using TOA website.

• Supplier or Service Provider
  

  TOA collects your Personal Data directly or indirectly from you or credit reference agencies as part of the commercial transactions. Your personal data may also be collected via cookies by using TOA website.

• Employee or Potential Employee
  

  TOA collects your Personal Data directly or indirectly from you or your references when you apply for employment and / or during your course of tenure with TOA. Your personal data may also be collected via cookies by using TOA website.

In general, Personal Data will also be obtained from written or verbal communications or documents delivered to us prior to and during the course of our contractual or pre-contractual dealings with any affiliates, as well as usage of our website and any other information posted on our website, email or otherwise send to us.

1.3 Mandatory Personal Data

For TOA students and alumni, the provision of your Personal Data is mandatory.

However, apart from TOA students and alumni, if you do not wish for your Personal Data to be collected, processed, disclosed or used, kindly download and complete the relevant form provided below and email to pdpa@toa.edu.my .

Consequently, we may not be able to meet your queries, provide you with the relevant services you need, communicate with you and/or access to our Website.

Core Competency Requirement

• Process enrolments and enquiries, match courses with students’ need, provide appropriate course information for enrolment procedure
• Day to day administrative matters
• Correspond with students and parties involved
• Maintenance of students’ record (including personal and academic information) and academic process management (for example, academic audits, examination administrations and awarding degrees)
• Provision of advice and academic support via Student Administration, Student Services Department (including Counselling Services), International Office and the various Academic Departments
• Provide ancillary services such as visa application and insurance coverage throughout years of studies/employment in/with TOA
• Student tuition fees and relevant payments communication and administration
• Support student health and welfare requirements
• Management of resources or events for libraries, accommodations, computing facilities, graduations, alumni
• Produce statistics for internal planning purposes
• Submissions, research and all other information required by regulatory or statistical authorities agencies or bodies including but without limitation to the Ministry of Education, Malaysian Qualifications Agency, Department for Immigration, Perbadanan Tabung Pendidikan Tinggi Nasional (PTPTN) and etc
• Internships or third parties attachment assistance (if internships are required for the chosen programme)
• Student competitions/events;
• Assessment of potential employee’s job application
• Employee training and development requirements
• Employee performance management
• To perform reference checks, background screening, bankruptcy searches, criminal records, etc Internal TOA records management
• For research, benchmarking and statistical analysis purposes to develop and evaluate education policies and strategies
• To send you materials or to distribute information on events
• To send you marketing, advertising and promotional information
• For TOA to comply with its obligations under law.

• Student sponsors including parents or guardians
• Government loans department i.e. PTPTN, funding bodies and agencies acting on students’ behalf
• The One Academy’s partner universities or affiliated universities (for University registration)
• IPT Formation Management System (IFMS) via Ministry of Education Malaysia
• The Ministry of Education, other relevant government departments/agencies and statutory authorities and industry regulators
• Any person required under regulation or instruction of government agencies
• The Education Malaysia Global Services and other agencies appointed by Malaysian immigration department to process visa application or renew student visa during studies at TOA
• Professional, statutory regulatory or accreditation bodies relevant to students’ programme requirements
• Foreign government departments, agencies or authorities if students are enrolled in a foreign accredited programme
• Statutory bodies in relation to employees such as Employee Provident Fund, Social Security Organisation, Inland Revenue Board, Human Resource Development Fund, Immigration Department of Malaysia, Ministry of Higher Education, etc
• Third parties providing internships part of the programme requirements
• Competition/event organizers (for issuance of awards);
• Third parties such as employment background check company and potential employer (verifying academic credentials/qualifications);
• Educational institution (applicable for further study application);
• TOA business partners, agents, employees, contractors, sub-contractors, service providers or suppliers, statutory authorities and industry regulators;
• Insurance providers, banks, training centres, auditors, consultants, accountants, lawyers or advisors, couriers, postal service providers.

TOA takes prudent steps to safeguard the confidentiality and security of all Personal Data, including steps to protect the Personal Data from accidental or unlawful loss, alteration, abuse, misuse or disclosure. Your personal data is processed as required by Act 709. Despite TOA’s best efforts, however, security cannot be absolutely guaranteed against all threats. To the best of TOA’s ability, access to Personal Data is limited to authorize personnel only and the authorized personnel are required to maintain the confidentiality of such information.

TOA takes reasonable steps to ensure that such Personal Data are only retained for as long as the information is necessary.