UUM Alumni

1 Who We Are

The UUM Alumni application is operated by the Pusat Alumni Universiti Utara Malaysia, 06010 UUM Sintok, Kedah Darul Aman, Malaysia. UUM acts as the data controller responsible for the personal data you provide through this application.

2 Personal Data We Collect

We collect the following categories of personal data when you register and use the UUM Alumni application:

• Identity & Contact: Full name, IC number / passport number, date of birth, gender, nationality, profile photo, email address, phone number, and current address.
• Academic Records: Matric number, faculty, programme of study, mode of study, graduation year, and academic qualifications obtained at UUM.
• Employment Information: Current and previous employer names, job title / position, employment sector, and work location.
• Family Information: Spouse name, occupation, and details of children (where voluntarily provided).
• Account Credentials: Matric number used as a username and an encrypted password for authentication purposes.
• Technical Data: Device type, operating system, IP address, and usage logs generated when accessing the application.

3 How We Use Your Personal Data

Your personal data is collected and processed for the following purposes:

• Maintaining an accurate and up-to-date alumni directory for Universiti Utara Malaysia.
• Verifying your identity and alumni status.
• Facilitating communication between the university and its alumni, including announcements, newsletters, and event invitations.
• Enabling alumni networking through the in-app search and profile discovery features.
• Conducting institutional research, statistics, and alumni engagement reporting.
• Processing account or data deletion requests submitted through the portal.
• Ensuring the security and integrity of the application and its users.

4 Legal Basis for Processing

UUM processes your personal data under the following legal bases as provided by the Personal Data Protection Act 2010 (Malaysia):

• Consent: You have given consent at the point of registration to the collection and use of your personal data for the purposes described in this policy.
• Legitimate Interests: Processing is necessary for UUM's legitimate interest in managing its alumni community and institutional records.
• Legal Obligation: Where processing is required to comply with applicable laws and regulations.

5 Disclosure of Personal Data

UUM will not sell, rent, trade, or give away your personal data to third parties without your prior consent. Your data may be shared only in the following limited circumstances:

• With authorised UUM departments and faculties for alumni engagement activities.
• With service providers who assist in operating the application (e.g., cloud hosting, email delivery), under strict confidentiality agreements.
• When required by law, court order, or lawful authority.

6 Data Security

UUM implements appropriate technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, or destruction. These measures include:

• Encrypted storage of passwords and sensitive fields.
• HTTPS-enforced communications between the application and our servers.
• Role-based access controls limiting data access to authorised personnel only.
• Regular security assessments of the application infrastructure.

While we take reasonable precautions, no data transmission over the internet can be guaranteed to be completely secure.

7 Data Retention

We retain your personal data for as long as your account remains active or as necessary to fulfil the purposes described in this policy. If you request deletion of your account or personal data, UUM will process the request in accordance with applicable legal obligations and our internal data retention schedules.

To submit a deletion request, visit: Data / Account Deletion Request .

8 Your Rights

Under the Personal Data Protection Act 2010, you have the right to:

• Access the personal data we hold about you.
• Correct any inaccurate or incomplete personal data directly through your in-app profile settings.
• Withdraw consent at any time, subject to legal or contractual restrictions.
• Request deletion of your account and/or personal data.
• Object to the processing of your data for certain purposes.

To exercise any of these rights, please contact us using the details in Section 10 below.

9 Cookies & Technical Data

The UUM Alumni web portal may use session cookies to maintain your authenticated session and improve user experience. Cookies do not contain personally identifiable information on their own. You may configure your browser to refuse cookies, though this may limit certain functionality.

The mobile application may collect device-level technical data (e.g., device OS, IP address) for security monitoring and debugging purposes only.

10 Contact Us

For enquiries, corrections, or complaints regarding this Privacy Policy or the handling of your personal data, please contact:

11 Changes to This Policy

UUM reserves the right to update this Privacy Policy from time to time to reflect changes in legal requirements or the features of the application. The effective date at the top of this page will be updated accordingly. Continued use of the application after any changes constitutes your acceptance of the revised policy.