Here, you will find essential information on how we protect your personal data, update your details, and access your student records. Your privacy is our priority, and we are committed to ensuring that your information is handled with care and transparency throughout your journey at IMU University.
Personal Data and Student Information
Management of Student Records
What is data protection and how is your data being protected?
At IMU University, we take your privacy seriously. Data protection is all about safeguarding your personal information from misuse and ensuring that it is handled with care. Under the Personal Data Protection Act (PDPA) and our own IMU Group Personal Data Protection Policy, we have established robust measures to protect your personal information.
Consent Matters
We only collect your personal data with your explicit consent and for specific educational and administrative purposes. This means you have control over what information you share with us.
Security First
We employ a range of security measures to keep your data safe including:
- Physical Security: Your physical records are stored securely to prevent unauthorised access.
- Digital Safeguards: We use encryption and secure IT system to protect your digital information.
- Trained Staff: Our team is regularly trained on data protection practices to ensure they handle your information responsibly.
Transparency and Trust
We are committed to transparency in how we manage your personal data through below approaches:
- Restricted Access: Only authorised personnel have access to your personal data, and their access is limited strictly to what is necessary for their roles.
- Confidentiality Commitment: All data is handled with the highest level of confidentiality, supported by internal policies and regular audits to ensure compliance.
How long is your data stored by IMU Student Record?
We understand that you might be curious about how long we keep your personal information. Here’s what you need to know about the retention period:
Core Records
Essential academic history and records are kept permanently. These include transcripts, enrolment records, graduation certificates, and student information. This ensures that we have a complete record of your academic journey and achievements during your time with us.
Other Personal Data
Other types of personal data, including health records, emergency contacts, correspondence, passport and visa documents, and similar records, are retained for 7 years after the completion of your studies. This aligns with the PDPA, which mandates that personal data should not be retained longer than necessary for its intended purpose.
Data Disposal
At the end of the retention period, all personal data is securely disposed of in accordance with best practices and regulatory requirements. Digital records are permanently deleted using secure data erasure methods to prevent unauthorised recovery, while physical documents are securely shredded to ensure complete confidentiality. These measures uphold our commitment to data protection and privacy, ensuring that personal information is handled responsibly throughout its lifecycle.
Request for Records and Documents
We recommend making your request in-advance to ensure easier access and prompt processing. However, please take note on the retention period as specified in the Management of Student Records section.
When making your request, please ensure to include:
Proof of Identity
- Current Active Students: If you are a current active student, your IMU email address serves as valid proof of identity.
- Withdrawn, Expelled, Deferred Students, and Alumni: For students who have withdrawn, been expelled, or deferred studies, as well as alumni whose access to the IMU email address has been restricted, please attach a copy of your identification card or passport as proof of identity.
Student Information
The student information will assist us in locating your records efficiently. Please ensure to include Full Name, Student ID, NRIC / Passport Number (in the event you forget the Student ID) and the specific records or documents you are requesting.
Type of Documents, Processing Fees, and Supporting Documents
For details on processing fees and the required supporting documentation, please refer to the records and document types listed below:
| Type | Fees (RM) Total with SST 6% | Supporting Documents |
|---|---|---|
| Original Degree / Programme Certificate Note: Applicable only for first-time collection | Free | None |
| Original Transcripts Note: Applicable only for first-time collection | Free | None |
| Original Degree / Programme Certificate (Reprint) Note: Applicable only in cases of loss or misplacement | RM106 | Official Police Report, Payment Slip, and Official Letter of Request addresses to the Registrar Office |
| Original Transcripts (Reprint) Note: Applicable only in cases of loss or misplacement | RM106 | Official Police Report, Payment Slip, and Official Letter of Request addresses to the Registrar Office |
| Physical Copy of Examination Result Slip (Certified True Copy) | Free | None |
| Physical Copy of Letter of Offer (Certified True Copy) | Free | None |
| Physical Copy of Letter of Confirmed Offer of Admissions (Certified True Copy) | Free | None |
Courier Fees and Charges
You may request to have your documents couriered to your preferred address, local and international destinations, subject to applicable charges. The courier fees vary based on the destination and available courier services.
You may refer to the courier fees using the button below.
Collection on Behalf
If you are unable to collect your records in person, you may authorise a representative to do so on your behalf. Your official request must include:
- The full name and identification number of the authorised person.
- A clear authorisation statement granting them permission to collect the documents.
Upon collection, the authorised person must present:
- Proof of the request, such as a copy of the submission email or receipt.
- Their own Identification Card (IC) or Passport.
This ensures a secure and verified collection process.
Process Flow
Please follow through the steps provided below.
Make Payment (for Documents with Processing Fee and/or Courier Service)
Please refer to the Payment Information page for guidance on how to make a payment.
If you are requesting courier services, the courier fee must be paid together with the processing fee as specified in the table above, depending on the type of document requested.
Submit Request
Request Type 1: Request for Documents that Do Not Require a Fee
You may submit your request directly to OSCHelpdesk@imu.edu.my. Please ensure to include your proof of identity and student information, together with specific records or documents you are requesting.
Request Type 2: Request for Documents that Require a Fee
Please submit your request to OSCHelpdesk@imu.edu.my once payment has been made. Please ensure to include the payment receipt, your proof of identity, student information, together with specific records or documents you are requesting.
Request Type 3: Request for Documents that Require a Fee and Courier Service
Please submit your request to OSCHelpdesk@imu.edu.my once payment for both document fee and courier fee have been made. Please ensure to include the payment receipts, your proof of identity, student information, together with specific records or documents you are requesting, and following information along with your request:
- Name of Receiver
- Full Address
- Contact Number
Request Type 4: Collection on Behalf
Alongside your proof of identity, student information, specific records or documents you are requesting, and payment receipt (if there is any), your official request must include:
- The full name and identification number of the authorised person
- A clear authorisation statement granting them permission to collect the documents
Collection (Not Applicable for Courier Service Request)
Students will be notified once your document is ready for collection. The processing is typically completed within 5 working days. When collecting your document, please bring along your Student ID Card, Identification Card (IC), or Passport for verification.
For Collection on Behalf
Upon collection, the authorised person must present:
- Proof of the request, such as a copy of the submission email or receipt
- Their own Identification Card (IC) or Passport
Request to Update Personal Data
At IMU University, it is important to keep your personal information accurate and up to date. As a student, you may request to update certain details in your profile, while some information is fixed and cannot be altered.
Data you can request to update:
Contact Information
Includes phone number, personal email address, and residential address.
Emergency Contacts
Includes the full name, relationship to you, and phone number of the person IMU should contact in case of an emergency.
Data you cannot change:
Core Identification Information
Certain details such as your full name as per your identification documents, gender, date of birth, identification card number, and student ID, cannot be changed without formal documentation (example; a legal name change document, court orders, marriage certificates, new identification card, or statutory declarations).
Academic Records
Your academic history, including grades, term activation, and programme enrolment cannot be altered upon your request, as these follow specific procedures and academic governance.
You may submit your request to update personal data via OSC Helpdesk or you may write to us at OSCHelpdesk@imu.edu.my.
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