Privacy Policy
The National University of Malaysia – Qatar (UKM–Qatar) Privacy Notice
What is the purpose of this document?
The National University of Malaysia – Qatar (“UKM–Qatar”, “the University”, “we”, “our” or “us”) provides academic, administrative, professional development and other educational services to students, applicants, employees, visitors, partners and members of the public through its campus, website, online platforms and other information systems.
UKM–Qatar is committed to protecting the privacy, confidentiality and security of personal data entrusted to the University and to being transparent about how such information is collected, processed, stored and used.
This Privacy Notice explains how UKM–Qatar collects and processes personal data in accordance with applicable laws and regulations in the State of Qatar, including Law No. 13 of 2016 concerning Personal Data Privacy Protection.
This Privacy Notice applies to personal data collected by or submitted to UKM–Qatar through its website, digital platforms, admissions processes, events, enquiries, registrations and other University services.
For the personal data processing activities covered by this Privacy Notice, UKM–Qatar acts as a Data Controller, unless otherwise stated. This means that the University determines the purposes and means by which personal data is processed.
This Privacy Notice applies to both electronic processing and other methods through which the University collects or maintains personal data.
Individuals should read this Privacy Notice together with any specific privacy or consent notices provided when UKM–Qatar collects information for a particular activity or service.
Personal Data Privacy Protection Principles
UKM–Qatar seeks to ensure that personal data under its control is:
- Processed lawfully, fairly and transparently.
- Collected for specified and legitimate purposes.
- Not used in a manner incompatible with the purpose for which it was collected.
- Adequate and relevant to the purpose for which it is required.
- Limited to information reasonably necessary for the relevant purpose.
- Accurate and, where necessary, kept up to date.
- Retained only for as long as reasonably necessary.
- Protected through appropriate administrative, technical and organizational safeguards.
- Processed in a manner consistent with applicable laws and regulations of the State of Qatar.
The Kind of Information We May Hold About You
Depending on your relationship and interaction with UKM–Qatar, we may collect and process different categories of personal data.
Personal Identification Information
This may include:
- Full name
- Date of birth
- Gender
- Nationality
- Qatar ID information
- Passport information
- Photograph
- Signature
- Address
- Email address
- Telephone or mobile number
Academic and Admissions Information
This may include:
- Educational qualifications
- Academic certificates
- Transcripts
- School or university information
- Examination results
- English-language proficiency results
- Programme preferences
- Admission application information
- Student identification information
- Registration and enrolment information
- Scholarship or financial assistance information
- Academic records
Professional and Employment Information
Where relevant, this may include:
- Curriculum vitae
- Employment history
- Qualifications
- Professional certifications
- Skills and experience
- Job application information
- Professional references
Information You Submit to Us
This may include information submitted through:
- Online application forms
- Inquiry forms
- Event registration forms
- Surveys
- File uploads
- Emails
- WhatsApp communications
- Social-media communications
- Online chats
- Feedback forms
- Professional development registrations
Website and Technical Information
When you access the UKM–Qatar website or other digital services, information may be automatically collected, including:
- IP address
- Device type
- Browser type
- Operating system
- Pages visited
- Website navigation activity
- Date and time of visits
- Referring website or page
- General geographical location
- Search terms used to reach the website
- Interactions with website functions
- Cookie and similar technology information
UKM–Qatar may also process aggregated or anonymized information that does not directly identify an individual.
How Is Your Information Collected?
UKM–Qatar may collect personal information through various channels.
Information may be collected when you:
- Visit our website.
- Submit an online enquiry.
- Apply for admission.
- Register as a student.
- Contact the University by telephone or email.
- Communicate with UKM–Qatar through WhatsApp or social media.
- Register for an Open Day, exhibition, seminar, conference or other event.
- Register for a training programme or professional development course.
- Register for an IELTS-related service or other University service.
- Participate in a University survey or feedback activity.
- Apply for employment.
- Visit the UKM–Qatar campus.
- Make a payment or other transaction with the University.
- Interact with UKM–Qatar advertising or marketing campaigns.
We may also receive personal information from authorized third parties, educational institutions, business partners, service providers, governmental authorities or publicly available sources where permitted by applicable law.
How We Use the Information We Collect
UKM–Qatar may use personal information for purposes including:
- Processing admissions applications.
- Assessing applicant eligibility.
- Verifying academic qualifications and supporting documents.
- Communicating with applicants regarding admission.
- Registering and enrolling students.
- Maintaining academic and student records.
- Providing academic and student-support services.
- Administering scholarships and financial arrangements.
- Managing accounts on University systems.
- Responding to inquiries, questions and requests.
- Providing information about programmes and services.
- Managing participation in University events.
- Managing professional development and training programmes.
- Providing administrative notices and communications.
- Processing payments and financial transactions.
- Managing campus access and physical security.
- Maintaining information and network security.
- Preventing unauthorized access, fraud or misuse.
- Operating and improving the University's website and digital services.
- Conducting statistical, institutional and operational analysis.
- Improving University programmes, services and communications.
- Managing recruitment and employment applications.
- Complying with applicable legal and regulatory requirements.
- Protecting the University's legal rights and legitimate interests.
Where permitted by law, aggregated or anonymized information may be used for research, statistical, planning and reporting purposes.
Legal Basis for Processing Your Personal Data
UKM–Qatar will process personal data only where permitted under applicable law.
Depending on the particular activity, the University may process personal data on one or more of the following grounds:
1. Consent
Where you have provided prior consent for a specified processing activity.
2. Contractual Necessity
Where processing is necessary to enter into or perform a contract or arrangement between you and UKM–Qatar.
3. Compliance With Law
Where processing is necessary to comply with an applicable legal or regulatory obligation.
4. Legitimate Purposes
Where processing is necessary for legitimate purposes of the University or another authorized party, provided such processing is permitted under applicable law.
5. Protection of Individuals
Where processing is necessary to protect an individual’s vital interests.
6. Public or Regulatory Requirements
Where processing is required in the public interest or otherwise permitted by applicable law.
In circumstances permitted by law, UKM–Qatar may process personal data without consent where another valid legal basis applies.
Situations in Which We May Use Your Personal Data
Personal data may be processed in connection with activities including:
- Admissions, registration and student administration.
- Communicating with prospective students, applicants, students, parents or authorized representatives.
- Managing academic programmes and University services.
- Operating and maintaining UKM–Qatar's website and online systems.
- Managing events, Open Days, exhibitions, conferences and seminars.
- Managing professional development and training activities.
- Managing physical access and campus security.
- Maintaining network, information and cybersecurity.
- Preventing unauthorized use, fraudulent activity or security threats.
- Conducting institutional planning, analysis and reporting.
- Meeting health and safety responsibilities.
- Protecting the rights, property and legitimate interests of UKM–Qatar and others.
- Complying with applicable laws, regulations and lawful requests from competent authorities.
Where appropriate, UKM–Qatar may anonymize information so that it can no longer reasonably be associated with an identifiable individual.
Direct Marketing and University Communications
UKM–Qatar may provide information about:
- Admissions
- Academic programmes
- Upcoming intakes
- Scholarships
- University events
- Open Days
- Professional development programmes
- Training opportunities
- IELTS-related services
- Other University programmes and services
Where required under applicable Qatar law, UKM–Qatar will obtain appropriate prior consent before sending electronic direct-marketing communications.
Marketing communications may be delivered through channels including email, SMS, telephone, WhatsApp and other authorized digital platforms.
Individuals may withdraw their marketing consent or request to stop receiving direct-marketing communications at any time.
Withdrawal from marketing communications will not affect essential administrative, academic, admissions, contractual or service-related communications.
Sharing of Personal Data
UKM–Qatar may share personal data with authorized third parties where reasonably necessary for legitimate University operations or where required or permitted by law.
Such parties may include:
- Universiti Kebangsaan Malaysia (UKM), where required for legitimate academic, administrative or institutional purposes.
- Authorized UKM–Qatar departments and personnel.
- Academic and administrative service providers.
- Information technology service providers.
- Website and cloud-service providers.
- Payment and financial service providers.
- Professional advisers.
- Auditors.
- Training or event service providers.
- Regulatory authorities.
- Government authorities.
- Other authorized third parties.
UKM–Qatar does not sell personal data.
Where third-party service providers process personal data on behalf of UKM–Qatar, the University expects such parties to maintain appropriate confidentiality and security safeguards and to process personal information only for authorized purposes.
International Transfer of Personal Data
Due to the University’s academic relationship with Universiti Kebangsaan Malaysia and the use of certain international technology and service providers, personal data may in some circumstances be transferred to, accessed from or processed outside the State of Qatar.
Where international transfer of personal data takes place, UKM–Qatar will take reasonable steps to ensure that the transfer is conducted in accordance with applicable Qatar law and that appropriate safeguards are applied where required.
Personal Data Security
UKM–Qatar has measures designed to protect personal data against:
- Unauthorized access
- Accidental loss
- Unauthorized use
- Improper disclosure
- Alteration
- Destruction
- Misuse
Access to personal data is restricted, where reasonably practicable, to authorized employees, representatives and service providers who have a legitimate need to access such information.
Persons authorized to process personal data are expected to maintain confidentiality and comply with applicable University policies and legal requirements.
Third-party processors handling personal data on behalf of UKM–Qatar are expected to implement appropriate technical and organizational security measures.
Personal Data Breaches
UKM–Qatar maintains procedures intended to identify, assess and respond to suspected personal-data security incidents.
Where required by applicable Qatar law, UKM–Qatar will notify affected individuals and the relevant competent authority of a personal data breach where the breach may cause serious harm to personal data or to an individual’s privacy.
Data Retention
UKM–Qatar will retain personal data only for as long as reasonably necessary for the purpose for which it was collected.
Retention periods may depend on:
- The nature and amount of personal information.
- The purposes for which the information is processed.
- Academic and administrative requirements.
- Potential risks associated with unauthorized use or disclosure.
- Legal, financial, accounting and reporting requirements.
- Regulatory requirements.
- Institutional record-retention requirements.
When information is no longer required, it may be securely deleted, destroyed or anonymized in accordance with applicable requirements.
Your Duty to Inform Us of Changes
It is important that the personal information held by UKM–Qatar is accurate and current.
You should inform the University if relevant personal information changes so that UKM–Qatar can update its records where appropriate.
Your Rights With Regard to Personal Data
Subject to applicable Qatar law, individuals have rights regarding the processing of their personal data.
These rights may include the right to:
- Approve processing of personal data where consent is required.
- Withdraw previously provided consent.
- Object to processing where permitted by law.
- Object to the use of personal data for direct-marketing purposes.
- Request access to personal data held about them.
- Request correction of inaccurate or incomplete personal data.
- Request deletion or erasure of personal data where the legal conditions for deletion are satisfied.
- Be informed about the processing of personal data and the purposes for which it is processed.
- Be notified where inaccurate personal data has been disclosed, where required by law.
- Obtain a copy of personal data, subject to applicable legal requirements.
UKM–Qatar may require proof of identity before fulfilling a personal-data request.
The University may also request additional information where necessary to understand, verify or process a request.
Certain rights may be subject to limitations or exceptions provided under applicable law.
Right to Withdraw Consent
Where UKM–Qatar relies on consent to process personal data for a specific purpose, you may withdraw that consent in accordance with applicable law.
To request withdrawal of consent, please contact:
Email: info@ukm.edu.qa
Once a valid withdrawal request has been received, UKM–Qatar will cease processing personal data for the relevant consent-based purpose unless another lawful basis permits or requires continued processing.
Withdrawal of consent does not affect processing lawfully undertaken before the consent was withdrawn.
Data Accuracy
UKM–Qatar takes reasonable steps to maintain accurate and current personal information.
Where the University becomes aware that personal information is materially inaccurate or incomplete, reasonable steps may be taken to correct or update the relevant records.
UKM–Qatar may periodically request individuals to confirm or update information held by the University.
Personal Data of a Special Nature
Certain types of personal data may be subject to additional protections under Qatar law.
This may include, where applicable, information concerning:
- Children
- Health or physical or psychological condition
- Racial or ethnic origin
- Religious beliefs
- Marital relationships
- Criminal offences
- Other categories treated as personal data of a special nature under applicable law
UKM–Qatar will process such information only where necessary and in accordance with applicable legal requirements, authorizations and safeguards.
Children and Minors
UKM–Qatar may interact with individuals under the applicable legal age through admissions activities, school engagement, events, Foundation programmes or other educational activities.
Where personal data relating to children or minors is processed, UKM–Qatar will apply the additional protections and procedures required under applicable Qatar law.
Where consent of a parent, guardian or legally authorized representative is required, UKM–Qatar will seek such consent through an appropriate process.
Cookies and Similar Technologies
The UKM–Qatar website may use cookies and similar technologies to operate and improve its digital services.
These technologies may collect information including:
- IP address
- Device information
- Browser information
- Website usage
- Pages visited
- Referral information
- Interaction with website functions
Cookies may be used for purposes including:
- Essential website functionality
- Website security
- Remembering preferences
- Analytics
- Performance monitoring
- Understanding visitor behaviour
- Improving website content and services
- Measuring the effectiveness of digital campaigns
Where required, users will be provided with appropriate choices regarding non-essential cookies.
Users may also control cookies through their browser settings, although disabling certain cookies may affect website functionality.
Social Media and Third-Party Services
UKM–Qatar maintains profiles and services through third-party digital and social-media platforms.
When an individual interacts with UKM–Qatar through such platforms, the relevant third-party provider may independently process personal data according to its own privacy policy.
UKM–Qatar does not control the independent data-processing practices of third-party platforms.
Users are encouraged to review the privacy settings and policies of the relevant service providers.
Third-Party Websites
The UKM–Qatar website may contain links to external websites.
UKM–Qatar does not control the privacy practices of independent third-party websites and is not responsible for how those websites collect, use, disclose or secure personal information.
Users should review the privacy notices of external websites before providing personal information.
Security of Online Communications
Although UKM–Qatar takes reasonable measures to protect information, transmission of information through the internet cannot be guaranteed to be completely secure.
Individuals who communicate or transmit information electronically should therefore be aware that no internet-based system is entirely free from security risk.
UKM–Qatar will take reasonable measures to protect personal data under its control in accordance with applicable University requirements and Qatar law.
Changes to this Privacy Notice
UKM–Qatar may update this Privacy Notice periodically to reflect changes to:
- Applicable laws or regulations.
- University activities.
- Technology.
- Services.
- Information-processing practices.
Where significant changes are made, an updated version of this Privacy Notice will be published on the UKM–Qatar website.
The effective or last-updated date should be displayed with the published Privacy Notice.
Contact Us
Questions, concerns or requests regarding this Privacy Notice or the processing of personal data by UKM–Qatar may be directed to:
The National University of Malaysia – Qatar (UKM–Qatar)
Lusail City, State of Qatar
Telephone: +974 4428 0000
Email: info@ukm.edu.qa
Individuals submitting requests concerning their personal data should provide sufficient information to allow UKM–Qatar to identify the relevant records and understand the request.
UKM–Qatar may request additional information to verify an individual’s identity before providing access to, modifying or deleting personal information.
Applicable Law
This Privacy Notice is intended to operate in accordance with applicable laws and regulations of the State of Qatar, including Law No. 13 of 2016 concerning Personal Data Privacy Protection, as amended, supplemented or replaced from time to time.
Where any provision of this Privacy Notice conflicts with a mandatory requirement of applicable Qatar law, the applicable legal requirement shall prevail.
Last Updated: July 2026