Privacy Policy

Effective Date: 30 July 2026

This Privacy Policy explains how KPTM Batu Pahat (Kolej Poly-Tech MARA Kampus Batu Pahat) ("KPTM Batu Pahat", "the College", "we", "our", or "us") collects, uses, discloses, and safeguards your information when you use the KPTM Batu Pahat Student Portal and its companion mobile app (together, the "System"), used for managing residential college exit/entry passes and related student services.

1. Information We Collect

1.1 Personal and Academic Information

Name, email address, and phone number
Matric number, NRIC, programme, and faculty
Residential college, session, and room number
Home address
Profile and cover photos

1.2 Application and Pass Data

Exit/entry (check-in / check-out) pass applications, including dates and descriptions
Application status (pending, approved, or rejected)
Check-in and check-out timestamps recorded when your barcode pass is scanned at the gate

1.3 Technical Information

Login and authentication history
Device push-notification token, used to deliver announcements and application updates
Basic device and usage information

2. How We Use Your Information

To create and manage your student, guard, or admin account, matched against official College records
To process, approve, and track exit/entry pass applications
To verify your identity and record check-in/check-out at the residential college gate
To send push notifications and announcements relevant to your session or application status
To maintain an audit trail of account and application changes for security and dispute resolution
To generate reports required for residential college administration

3. Data Sharing and Disclosure

3.1 Within the College

Security guards (Pengawal Keselamatan) can view application and pass details needed to verify check-in/check-out
Administrators can view and manage student, application, and session records

3.2 Service Providers

Push notification providers (to deliver announcements and updates to your device)
Cloud storage providers (for hosting profile photos and documents, where applicable)
Error monitoring and IT support providers (to keep the System secure and reliable)

3.3 Legal Requirements

When required by law, regulation, or a valid request from an authority
To protect the rights, safety, or property of the College, its students, or staff

4. Data Security

We apply reasonable technical and administrative safeguards to protect your data
Access to student and application records is restricted to authorised Admin and Guard accounts
Account and login activity is logged for audit purposes

5. Data Retention

Account information is retained while you remain an active student, guard, or admin user of the System
Application and pass history are retained for record-keeping, audits, and dispute resolution
Some records may be retained beyond account deletion where required for academic, disciplinary, or regulatory purposes, as described in our Data Deletion page

6. Your Rights

Access: Request a copy of your personal data held by the College
Correction: Request correction of inaccurate profile or application information
Deletion: Request deletion of your account, as explained on our Data Deletion page

7. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with a revised effective date. Continued use of the System after changes are posted indicates your acceptance of the updated policy.

8. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact:

KPTM Batu Pahat – Kolej Poly-Tech MARA Kampus Batu Pahat (DK247-03(C))
📍 Lot 55194 (PTD 53869), Jalan Gading Emas 4, Taman Gading Emas, Sri Gading, 83300 Batu Pahat, Johor
📧 haila@gapps.kptm.edu.my
📞 07-455 9902