NEW ERA UNIVERSITY COLLEGE (NEUC)
EMPLOYEE & JOB APPLICANT PRIVACY POLICY
 

1. Introduction

In compliance with the Personal Data Protection Act 2010 (PDPA, “the Act”) and its regulations, this Policy is issued to all employees and job applicants of New Era University College (“NEUC”, the University College, “we”, “our”, or “us”), a private higher education institution fully owned by New Era Edu Sdn. Bhd. This Policy informs you of your rights in relation to your personal data that has been and/or will be collected and processed by NEUC.
 

2. Collection of Personal Data

We collect and will continue to collect your personal data in relation to your employment, prospective employment, and/or post-employment (where necessary). Such personal data is necessary for us to perform our human resource management, administrative, operational, and institutional functions in accordance with applicable laws, regulations, and internal policies.
 

3. Description of Personal Data

The personal data processed may include, but is not limited to:

1. Identification details (e.g. name, NRIC/passport number, date of birth, gender, nationality);
2. Contact information (e.g. address, email address, phone number);
3. Employment-related information (e.g. position, department, salary, benefits, employment history);
4. Academic and professional qualifications (including educational institutions attended, academic transcripts, and grades obtained);
5. Reference and recruitment information (including referee reports and recommendations);
6. Performance records, appraisal reports, and disciplinary records;
7. Attendance records and system access logs;
8. Emergency contact details (including information of family members and dependents, where relevant);
9. Marital status and languages spoken;
10. Images, audio and video recordings (e.g. CCTV, event documentation, and video interviews);
11. Driver’s license details (where applicable);
12. Sensitive personal data (where applicable), including information relating to physical or mental health or condition, religious beliefs, political opinions, biometric data, financial information (e.g. bank account details, EPF, SOCSO, income tax details), and any other sensitive personal data required for employment administration, benefits, workplace safety, or compliance purposes.
    *Sensitive personal data will only be processed where necessary and with your explicit consent, in accordance with PDPA.
     

4. Purposes of Collection of Personal Data

Your personal data is collected and processed for purposes including:

1. Recruitment, selection, and onboarding;
2. Administration of employment and human resource management;
3. Payroll processing and statutory contributions;
4. Performance evaluation, training, and career development;
5. Disciplinary management and internal investigations;
6. Workplace safety, security, and access control;
7. Compliance with legal, regulatory, and internal policy requirements;
8. Internal communication and institutional operations.
    

5. Sources of Personal Data

We may obtain your personal data from:

1. You directly (e.g. forms, declarations, submissions)
2. Referees and previous employers
3. Academic or professional institutions
4. Recruitment agencies, job portals, and career platforms (where applicable)
5. Recruitment events, interviews, and career fairs (where applicable)
6. Government and statutory bodies
7. Internal systems (e.g. HR systems, access logs, CCTV)
8. Background screening or verification service providers (where applicable)
9. Publicly available sources (including professional or employment-related information, where relevant)
    

6. Disclosure of Personal Data

We may disclose your personal data to other departments within NEUC. These departments will treat your personal data as confidential, in accordance with this Policy and with all applicable data protection legislation, and will process such personal data only for the purposes and within the terms set out herein.

We are responsible for the personal data under our control, including personal data disclosed by us to a third-party service provider or vendors (often referred to as the “data processor”). We take every measure to ensure that a comparable level of protection is provided for personal data when processed by such service providers.

NEUC is committed to complying with the PDPA, in particular its policies as well as corresponding guidelines and orders.
 

7. Security of Personal Data

We take reasonable steps to safeguard personal data against loss, misuse, unauthorized access, disclosure, modification, destruction, accidental disclosure, and cybersecurity threats through measures such as access controls, user authentication, workstation and device security, system and network security, secure storage and backup, logging and monitoring, and secure data transfer practices. Physical records containing personal data are also protected through restricted access, clean desk practices, secure handling, and secure disposal procedures.

In addition, NEUC ensures that employees, vendors, and service providers handling personal data comply with confidentiality and security obligations, while data breaches and security incidents are managed through established response and mitigation procedures to ensure the continued protection of personal data.

Further details regarding our information security practices and technical safeguards are available in our Security Policy (Employee & Job Applicant).
 

8. Use of Cookies

The cookies used by the official website of NEUC and its internal digital platforms are used for system functionality, user experience, and platform performance. Some cookies may be used by third parties to provide NEUC with information on engagement and promotional effectiveness.

Cookies may collect information related to your use of the platforms, including session and preference data, for authentication, functionality, and system administration purposes. Such cookies do not intentionally collect sensitive personal data unless required for system operation or authentication. You may configure the internet browser settings to manage or disable cookies.
 

9. Transfer of Personal Data

We are committed to ensuring a comparable level of protection for the personal data of employees and job applicants should the information be processed or used outside Malaysia by NEUC’s vendors or experts.
 

10. Recruitment Updates

NEUC may from time to time send you updates relating to recruitment opportunities or other relevant announcements, provided that you have opted in to receive such communications. You may withdraw your consent or opt out at any time by contacting us.
 

11. Data Subject’s Obligations

It is necessary for NEUC to collect and retain the personal data of employees and job applicants, who are required to provide accurate and complete personal data. Failure to do so may affect the processing of such data for the purposes stated in Clause 4, and may result in recruitment or employment-related processes not proceeding or being discontinued.
 

12. Retention of Personal Data

NEUC retains personal data for as long as it is necessary to fulfil the purposes for which it was collected, or as required for legal, regulatory, audit, administrative, or institutional requirements. Where personal data is no longer required for the stated purposes, it will be securely deleted, or archived, unless retention is required by law or for legitimate institutional purposes.
 

13. Rights of Data Subject

1. To request access to personal data
   Employees and job applicants have the right to request access to personal data processed by NEUC upon reasonable notice. Access requests may be made by downloading the prescribed Personal Data Access Request Form, duly completing the form, and submitting it via email to the relevant department.
    
2. To request correction of personal data
   Employees and job applicants have the right to request correction and/or update of their personal data that is inaccurate, incomplete, or outdated. Correction requests may be made by downloading the prescribed Personal Data Correction Request Form, duly completing the form, and submitting it via email to the relevant department.
    
3. To limit the processing of your personal data
   Employees and job applicants are entitled to limit the processing of their personal data by withdrawing their consent, subject to applicable legal requirements and contractual conditions, and within a reasonable period of time.
    

14. Data Breach Notification

NEUC will take reasonable steps to detect, investigate, and address any personal data breach in accordance with the PDPA. Upon awareness, the Data Protection Officer (DPO) will record, investigate and implement security measures, and assess whether notification to the Personal Data Protection Commissioner (Jabatan Perlindungan Data Peribadi, JPDP) is required where necessary, and notify the affected data subject(s) and reporter, where applicable, of the outcome.
 

15. Changes to Privacy Policy

NEUC reserves the right to amend this Policy from time to time without prior notice. Employees and job applicants are advised to check NEUC’s website regularly for the latest version of this Policy. The latest Policy can be accessed at www.newera.edu.my.
 

16. Acknowledgement and Consent

By communicating or engaging with NEUC, employees and job applicants acknowledge that you have read and understood this Policy and consent to the use, processing, disclosure, and transfer of your personal data by NEUC as described herein. You may withdraw your consent by written notice or by completing the relevant form on the website.
 

17. Inquiries and Complaints

Should you require further information about the personal data we hold or the way in which your information is being collected or used which are not answered by this Policy, please contact or write to us at:

Data Protection Officer (DPO)
New Era University College

Address: Blocks B & C, Lot 5, Seksyen 10, Jalan Bukit, 43000 Kajang, Selangor, Malaysia
Tel: 603-8740 6392/8210 3709
Email:
For PDPA-related enquiries: dpo@newera.edu.my
For employment-related enquiries: hr@newera.edu.my

(Revised and Approved by Administration Meeting on 20th May 2026)