ACCEPTANCE OF TERMS OF USE

Welcome Everyone.

In exchange for your use of the website, you agree to be bound and abide by the policy, disclaimer and term of use. Your use of the website constitutes your acceptance of the terms of use and any posted guidelines or rules applicable through this website.

UMS may add to, delete or modify any or all of the terms and conditions in the terms of use (including the feature guidelines) at any time without further notice.

Thank you.

Universiti Malaysia Sabah (UMS) will not be responsible to any loss or damage directly or indirectly to any events in which are caused by using or accessing any information, services and others from this Website.

The use of this Website or any pages hereof are bound by the Terms and Conditions, which are governed exclusively by and are to be construed in accordance with all applicable laws of Malaysia; and by accessing this Website or any pages hereof, you hereby expressly consent to the exclusive jurisdiction of the courts of Malaysia in any and all actions, disputes or controversies arising out of or relating to this Website or any pages hereof.

Your Privacy

This page explains our privacy policy which includes the use and protection of any information submitted by visitors. If you choose to transact using our web site or send an e-mail which provides personally identifiable data, this data maybe shared where necessary with other Government agencies so as to serve you in the most efficient and effective manner. An example might be in terms of resolving or addressing complaints that require escalation to other Government agencies.

Information Collected

No personally identifiable information is gathered during the browsing of this web site except for information given by you via e-mail.

What Happens When I Link to Another Site?

This web site contains links to other websites. This privacy policy applies only to our site and you should be aware that other sites linked by this web site may have different privacy policies and we highly recommend that you read and understand the privacy statements of each site.

UMS Go Super App collects and uses:

• Location data to enable bus tracking and attendance monitoring even when the app is not in use (Only for Hopin tracking)
• Personal identification data to provide virtual staff cards.
• Financial and health-related information to display payslips, loan statements, and MYHealth budget.
• Academic information to show exam results and application statuses.
• This data is stored securely and used only for providing the requested services within the UMS ecosystem.

Changes to this Policy

If this privacy policy changes in any way, it will be updated on this page. Regularly reviewing this page ensures you are updated on the information which is collected, how it is used and under what circumstances, if any, it is shared with other parties.

Data Protection

Latest technology including data encryption were used to secure given data and the compliance to the strict security standard is used to prevent unauthorized access.

Storage Security

All electronic storage and submission of personal data will be kept and protected by using appropriate security technologies.

Universiti Malaysia Sabah (UMS) will not be liable for any loss or damage directly or indirectly to any party who use or access any material from this Web Site.

All materials produced through this site is dedicated to teaching and learning. Any activity other than teaching and learning are beyond the control of UMS.

Notice and Choice Principles

In accordance with the Personal Data Protection Act 2010 (‘the Act’) which became enforceable on 15th November 2013 to regulate the processing of personal data in commercial transactions, Universiti Malaysia Sabah, existing now and/or at a future date (hereinafter referred to as ‘UMS), is committed to ensure complete compliance with the Act.

This Notice gives you a good understanding on how we handle potential employees’ personal data that we collect, process and store in UMS and/or related organizations/entities such as UMS Investment Holdings Sdn. Bhd. and/or Yayasan Universiti Malaysia Sabah (YUMS), and/or Koperasi UMS Berhad (KoUMS) whether related or associated existing now or at a future date.

This document is also intended to give you, as a data subject, knowledge on how you can control our disclosure of such data.

Please read the following, then sign and date on this form where shown to indicate your consent and understanding of the contents.

We are processing your personal data

UMS needs to collect and process your personal data to which you are/may be a party to, in order to generally offer you employment with us (in the event you are a candidate applying for employment with us).

Your personal data that we collect and process, include but are not restricted to:-

Name, identification number (NRIC/Passport), EPF number, SOCSO number, income tax number, address, contact numbers, gender, nationality, date of birth, place of birth, marital status, height, weight, family information, education, IT skills, language proficiency, personal email address, photo, passport number, blood group, previous employers data, salary, bank account number, bank name and address, employment bond agreement, driving license number, vehicle information, hobbies/interests etc, including all personal data(s) submitted by you to UMS through your resume (curriculum vitae).

Sensitive personal data

Some of the personal data that we collect and process may include what is defined as‘sensitive personal data’ under the Act and these include, but are not restricted to:-

• Race.
• Religion.
• Health.
• Political opinion.
• Records of criminal offence.
• Bankruptcy.

How do we use your data

UMS will be using your personal data to discharge its obligations as your potential employer. Specifically, the purpose for which your personal data may be used and further processed includes, but not restricted to, the following:-

• For the assessment of your job application with UMS, or if you already an employee of UMS, to comply with PDPA 2010 requirement.
• For administration purposes related to employment.
• For the purpose of complying with the statutory laws and requirements of governmental bodies and other related parties.
• For the purposes of our corporate governance.
• For the provision of personal data to authorized parties as may be requested by the employee.
• For all other purposes in relation to or incidental to performing the employment contract such as:-

1. Payroll.
2. Medical benefits.
3. Insurance coverage.
4. Employment related benefits.
5. Training and development requirements.
6. Performance Management.
7. Restructuring exercises.
8. Career development and work allocation and management.
9. Disciplinary and/or surcharge proceeding under Act 605.
10. Any other employment related purposes.

How is your data collected

Most, if not all, of your personal data was obtained from you, either from the following sources or from any other information you provided:-

• Resume.
• Application form.
• Personal particulars form.
• Related certificates.

In some instances, your personal data may have been obtained from external sources including, but not restricted to the following:-

• Reference checks/background checks/verification source (personal or private).
• Third party service providers and/or any other future third parties in relation or incidental to the above.
• Company properties e.g. computers, mobile phones, personal digital assistants (PDAs), facsimile machines and photocopiers.

Your rights

You may request access to and request correction of your personal data. In order to exercise your rights, you will have to submit the Request for Access/Update of Personal Data Form. You may obtain a copy of this Form from Human Resource Department, UMS.

Phone Number : 088 – 320000 ext (insert the intended extension number)

Fax Number : insert the intended fax number

Email address : pdpa.hr@ums.edu.my (insert email address)

Any request to exercise your rights shall be administered as per the Act. Please be informed

that pursuant to the Act, your request may be rejected in certain circumstances.

To whom we may disclose your information

Your personal data will be kept confidential but it may be provided or disclosed to third parties for the purposes stated above. Whilst we do not disclose your information to any third parties unless it is within the ambit of permitted disclosures under prevailing laws/guidelines and/or you have consented to such disclosure, we may disclose your information to the categories of parties as listed below but not restricted to :-

• Third party service providers and/or any other future third parties that we may contract with such as travel agencies, insurance agencies, employment agencies, company secretary, banks, internal and external auditors, training centers, HR information systems etc.
• Third party service providers for the purposes of performing reference checks, background screening, bankruptcy searches, criminal records etc.
• UMS’s appointed medical practitioner(s).
• Statutory bodies such as Employee Provident Fund, Social Security Organisation, Inland Revenue Board, Human Resource Development Fund etc.
• Professional advisors including lawyers, accountants, auditors, insurers and brokers on a need to know basis for the purposes of providing their services/advices to us.
• Agent or contractors acting on our behalf or appointed by us to act on our behalf for purposes of performing a contract of employment.

We will ensure that reasonable steps are taken by the above categories of parties to protect and/or maintain confidentiality of your information that we may disclose to them.

Limiting the processing of personal data

Although, as stated above, we only process your personal data for purposes related to performing a contract of employment, in the event your personal data is being processed for other purposes (with your consent), you have a right to request us to stop such processing. You may exercise this right by contacting the Human Resource Department, UMS. This right extends to stopping the processing of your personal data which relates to the personal data of other persons.

Provision of information

As a job applicant, you have the right to decide what information that you wish to provide. However, please be informed that all the information that we request for, as stated above, are mandatory information for us. If you choose not to provide and/or fail to supply us with such personal data (and/or decide not to give us consent to process your personal data, including explicit consent for sensitive personal data), we will not be able to offer you employment with UMS (in the event you are a candidate applying for employment with us).

Accordingly, if you decide not to provide the mandatory information to us, it may necessarily mean that an offer of employment will not be made. UMS reserves the right to review and/or amend this Notice from time to time and will communicate such changes along with the updated Policy on UMS’s website, and/or other appropriate communication means as may be determined by UMS.

Nothing in this Notice shall limit the rights of UMS and employees under the Personal Data Protection Act 2010.

ENCLOSURE B : TEMPLATE CONSENT FORM PDPA 2010 AND CONSENT WITHRAWAL (.pdf)