Privacy Policy

Introduction

Meridian Language Institute, operated by LM Education Resources Sdn Bhd (Company Registration No. 201901012345), is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and disclose personal information when you visit our website at docubay-promo.com, enrol in our programmes, or otherwise interact with our services.

By accessing our website or providing your personal information to us, you acknowledge that you have read and understood the practices described in this policy. We encourage you to review this document periodically, as it may be updated from time to time to reflect changes in our practices or applicable legislation.

This policy applies to all personal data processed by Meridian Language Institute, whether collected online through our website and digital platforms or offline through enrolment forms, campus interactions, and telephone enquiries.

Information We Collect

We collect personal information that is necessary to provide our educational services and to improve your experience with Meridian Language Institute. The categories of information we may collect include:

Identity information such as your full name, date of birth, nationality, passport or identity card number, and photographs.
Contact details including your email address, telephone number, residential address, and emergency contact information.
Educational background such as previous qualifications, transcripts, language proficiency test results, and academic records.
Enrolment and programme data including course selections, attendance records, assessment results, and certification details.
Financial information such as payment card details, bank account information, billing address, and transaction records related to tuition and fee payments.
Technical data collected automatically when you visit our website, including your IP address, browser type and version, operating system, referring URLs, pages visited, time spent on each page, and device identifiers.
Communication records including emails, enquiry form submissions, feedback, and any correspondence between you and our staff.
Marketing preferences indicating whether you have opted in or out of receiving promotional communications from us.

How We Use Your Information

We process your personal information for the following purposes:

To process and manage your enrolment in our language programmes, including verifying your identity, assessing eligibility, and administering your student account.
To deliver educational services, track your academic progress, issue certificates, and provide feedback on your performance.
To process payments for tuition fees, course materials, and other charges associated with our services.
To communicate with you regarding your programme, schedule changes, campus events, and administrative matters.
To respond to your enquiries, requests, and complaints in a timely and effective manner.
To send you marketing communications about our courses, promotions, and events where you have given us consent to do so or where we are otherwise permitted by law.
To improve our website, services, and educational programmes by analysing usage patterns and gathering feedback.
To comply with legal and regulatory obligations, including immigration reporting requirements for international students.
To protect our legitimate interests, including fraud prevention, security monitoring, and enforcement of our terms and conditions.

Legal Basis for Processing

We process your personal data on the following legal grounds as recognised under the Malaysian Personal Data Protection Act 2010 (PDPA) and other applicable data protection laws:

Contractual necessity — where processing is required to fulfil our obligations under your enrolment agreement or to take steps at your request prior to entering into a contract.
Consent — where you have provided clear and informed consent for specific processing activities, such as receiving marketing communications or the use of non-essential cookies.
Legal obligation — where processing is necessary to comply with applicable laws, regulations, or court orders.
Legitimate interests — where processing is necessary for our legitimate business interests, provided those interests are not overridden by your fundamental rights and freedoms. This includes improving our services, ensuring campus security, and preventing fraud.

Data Sharing

We do not sell, rent, or trade your personal information to third parties for their marketing purposes. We may share your information with the following categories of recipients where necessary:

Service providers who assist us with payment processing, IT infrastructure, email delivery, analytics, and other operational functions. These providers are contractually bound to process your data only on our instructions and in accordance with applicable data protection laws.
Government authorities and regulatory bodies, including the Malaysian Ministry of Higher Education, immigration authorities, and the Malaysian Qualifications Agency (MQA), where disclosure is required by law or necessary for visa and permit processing.
Professional advisors such as auditors, lawyers, and accountants who provide consultancy, banking, legal, insurance, and accounting services.
Partner institutions where you have applied for credit transfer, articulation arrangements, or joint programme participation.

International Transfers

As an institution serving students from over 40 countries, we may transfer your personal data outside of Malaysia in certain circumstances. Such transfers may occur when we coordinate with partner institutions abroad, process payments through international payment gateways, or utilise cloud-based services hosted in other jurisdictions.

Where we transfer your data internationally, we ensure that appropriate safeguards are in place to protect your information in accordance with the PDPA and other applicable laws. These safeguards may include contractual clauses, data processing agreements, and ensuring that the receiving jurisdiction provides an adequate level of data protection.

Data Retention

We retain your personal information only for as long as is necessary to fulfil the purposes for which it was collected, or as required by applicable laws and regulations. Specific retention periods include:

Student academic records are retained for a minimum of seven years after the completion of your programme to support certification verification and regulatory compliance.
Financial and transaction records are retained for seven years in accordance with Malaysian tax and accounting requirements.
Enquiry and marketing data is retained for two years from the date of your last interaction with us, unless you request earlier deletion.
Website analytics data is retained in anonymised form for up to three years for trend analysis and service improvement.

When your personal data is no longer required, we will securely delete or anonymise it in accordance with our data disposal procedures.

Your Rights

Under the Malaysian Personal Data Protection Act 2010 and other applicable legislation, you have the following rights in relation to your personal data:

The right to access your personal data held by us and to request a copy of that information.
The right to correct any inaccurate or incomplete personal data we hold about you.
The right to withdraw your consent to processing at any time, where consent is the legal basis for processing. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
The right to request the deletion of your personal data, subject to our legal obligations and legitimate retention requirements.
The right to object to the processing of your personal data for direct marketing purposes.
The right to lodge a complaint with the relevant data protection authority if you believe your rights have been violated.

To exercise any of these rights, please contact us using the details provided at the end of this policy. We will respond to your request within 21 days, as required by the PDPA.

Cookies

Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyse website traffic, and support our marketing efforts. Cookies are small text files placed on your device when you visit our site. For detailed information about the types of cookies we use and how to manage your cookie preferences, please refer to our Cookie Policy.

Children's Privacy

Meridian Language Institute offers junior programmes for learners under the age of 18. We recognise the importance of protecting the privacy of young individuals and take additional care when processing their personal data. We collect personal information about minors only with the express consent of a parent or legal guardian. Parents and guardians have the right to review, correct, or request the deletion of their child's personal information at any time by contacting us directly.

We do not knowingly collect personal data from children under the age of 13 without verifiable parental consent. If we become aware that we have inadvertently collected such data, we will take prompt steps to delete it.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. When we make material changes, we will post the updated policy on our website and update the effective date at the top of this page. We encourage you to review this policy periodically to stay informed about how we protect your information. Your continued use of our website and services after any changes constitutes your acceptance of the revised policy.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data protection practices, please contact us at:

LM Education Resources Sdn Bhd (trading as Meridian Language Institute)
Email: [email protected]
Address: Kuala Lumpur, Malaysia

We are committed to resolving any concerns you may have about our handling of your personal data and will work with you to reach a fair and prompt resolution.