PRIVACY POLICY
Neo Educational Consultancy Sdn Bhd (NEC)
Effective Date: 01 June 2019
1. Introduction
Neo Educational Consultancy Sdn Bhd (NEC) is committed to protecting the privacy, confidentiality, and personal information of all students, applicants, parents, and clients who use our educational consultancy services.
We understand that students trust us with sensitive personal information, including passports, academic certificates, transcripts, financial documents, and other records. We take this responsibility seriously and strive to ensure that every student feels safe, respected, and confident when sharing their information with us.
This Privacy Policy explains how we collect, use, store, protect, and share personal information in connection with our educational consultancy services.
2. Collection of Personal Information
As part of our educational consultancy services, we may collect the following information when necessary:
Full name, date of birth, nationality, and contact details.
Passport copies and other identification documents.
Academic certificates, transcripts, mark sheets, and educational qualifications.
English-language proficiency results and other admission-related documents.
Financial documents and proof of funds, where required.
CVs, statements of purpose, research proposals, and employment records.
Medical documents, photographs, visa records, and other documents required for admission or immigration processing.
Application status, university correspondence, and student visa information.
We collect only the information reasonably necessary to provide our services and assist students with their educational applications.
3. Purpose of Using Student Information
NEC uses student information exclusively for legitimate purposes related to educational consultancy services, including:
Assessing academic qualifications and eligibility for admission.
Recommending suitable universities, colleges, and academic programmes.
Preparing, submitting, and following up on university applications.
Processing student visa applications and related immigration requirements.
Communicating with universities, authorised representatives, relevant authorities, and service providers when necessary.
Arranging accommodation, airport pickup, pre-departure assistance, and other student support services, where requested.
Maintaining application records and fulfilling applicable legal, regulatory, and contractual obligations.
NEC does not use student information for personal purposes, private benefit, or unrelated activities.
4. Student Confidentiality
NEC respects every student’s right to privacy. All personal and academic information entrusted to us is treated as confidential.
We will not sell, rent, trade, or disclose student information to unauthorised individuals or organisations. We will not use students’ passports, academic documents, photographs, or personal records for our own personal purposes.
Access to student information is restricted to authorised personnel who need the information to perform their professional duties.
We also expect our employees, representatives, and authorised service providers to respect student confidentiality and handle personal information responsibly.
5. Sharing Information with Universities and Relevant Authorities
To provide educational consultancy services, NEC may need to share relevant student documents with universities, colleges, authorised application platforms, immigration authorities, visa-processing agencies, and other legitimate service providers.
Such sharing will be limited to what is reasonably necessary for the student’s application or requested services and will be conducted with appropriate authorisation or another valid legal basis.
Where legally required, NEC may also disclose information to competent authorities in accordance with applicable laws and regulations.
NEC does not disclose student information to unrelated third parties for their own marketing or personal purposes.
6. Protection and Security of Documents
NEC takes reasonable administrative, technical, and organisational measures to protect student information against unauthorised access, loss, misuse, alteration, disclosure, or destruction.
These measures may include:
Restricting access to confidential student files.
Maintaining appropriate safeguards for physical and electronic documents.
Using reasonable security measures when transmitting personal information.
Training relevant personnel in confidentiality and responsible document handling.
Taking appropriate action if a suspected data breach or unauthorised disclosure occurs.
Although we make reasonable efforts to safeguard all information, no electronic storage or transmission method can be guaranteed to be completely secure.
7. Use of Student Information for Marketing
NEC will not publish or use a student’s passport, academic certificates, personal photographs, application documents, testimonials, or identifiable personal information in advertisements, social media posts, promotional materials, or other public communications without the student’s prior consent, unless otherwise permitted by applicable law.
Student documents will never be used for personal promotion or unrelated commercial purposes.
8. Retention and Deletion of Information
NEC retains student information only for as long as reasonably necessary to provide its services, maintain appropriate records, resolve disputes, and meet applicable legal or regulatory requirements.
When personal information is no longer required, NEC will take reasonable steps to securely delete, destroy, or anonymise it, subject to any applicable record-retention obligations.
Students may contact NEC to request information about their records or to request correction or deletion where applicable.
9. Student Rights
Subject to applicable laws and relevant legal exceptions, students may have the right to:
Request access to their personal information held by NEC.
Request corrections to inaccurate or incomplete information.
Ask questions about how their information is collected, used, and shared.
Withdraw consent where processing relies on consent, subject to the consequences for ongoing services.
Request deletion of personal information where legally applicable.
Raise a complaint regarding the handling of their personal information.
Students may exercise these rights by contacting NEC through the details provided below.
10. Responsibilities of Students
Students are encouraged to provide accurate information and genuine documents for admission and visa processing. They should inform NEC of any changes to their personal details and notify us if they suspect that their information has been accessed or used without authorisation.
NEC will handle student documents responsibly and will not knowingly misuse them or permit unauthorised access.
11. Compliance with Applicable Laws
NEC is committed to handling personal information in accordance with applicable data protection and privacy laws, including Malaysia’s Personal Data Protection Act 2010 (Act 709), as amended, where applicable, and other relevant legal requirements.
Where a student’s information is processed or transferred across borders, NEC will take reasonable steps to ensure that such processing and transfer comply with applicable legal requirements.
12. Changes to This Privacy Policy
NEC may update this Privacy Policy from time to time to reflect changes in our services, business practices, or applicable laws. Any revised policy will be made available through our official communication channels.
13. Contact Information
For privacy-related questions, requests, or complaints, please contact:
Neo Educational Consultancy Sdn Bhd (NEC)
Malaysia Office:
Level 7, Regus, Jalan Imbi, Bukit Bintang,
55100 Kuala Lumpur, Malaysia.
Bangladesh Office:
Level-9, 252/4, 2-A, Molla Para, Monipur, Mirpur-2,
Dhaka-1216, Bangladesh.
Email: info@necmy.com
Our Commitment to Every Student
At Neo Educational Consultancy Sdn Bhd, we believe that trust is the foundation of every successful educational journey. We understand the importance of the personal and academic documents students place in our care.
Your privacy is our responsibility. Your trust is our priority.
We are committed to treating every student’s information with confidentiality, professionalism, respect, and care throughout their educational journey with NEC.