Privacy Policy

PORTMAN University (“we,” “our,” or “us”) is committed to protecting your privacy and handling your personal data with the highest standards of security, transparency, and integrity.

This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information across our platforms, in accordance with applicable data protection laws, including the Personal Data Protection Act 2010 (PDPA) of Malaysia, General Data Protection Regulation (GDPR) (EU), and California Consumer Privacy Act (CCPA) where applicable.

1. Information We Collect

We may collect the following types of personal data from you:

a. Information You Provide Directly

Full name
Contact details (email address, phone number, mailing address)
Identification details (e.g., national ID/passport number, academic qualifications)
Application and enrollment details
Payment and billing information

b. Information Collected Automatically

IP address
Device information (browser type, operating system)
Website usage data (cookies, clickstream, access logs)

c. Information from Third Parties

We may receive information from trusted education agents, affiliates, or service providers that assist us in processing applications or delivering services.

2. Purpose of Collection

We collect and process your data for the following lawful purposes:

Processing program applications and admissions
Communicating with you about your studies or inquiries
Managing payments, fees, and billing matters
Delivering academic content, certifications, and support services
Sending updates, marketing, or promotional content (with consent)
Compliance with legal obligations or regulatory requirements

3. Legal Basis for Processing (GDPR Compliance)

Where GDPR applies, we rely on one or more of the following legal bases:

Your consent
Performance of a contract
Compliance with legal obligations
Legitimate interest (e.g., to improve our services or prevent fraud)

4. Disclosure of Your Information

We do not sell your personal data. However, we may share your data with:

Authorized third-party service providers (e.g., payment gateways, cloud services)
Government or regulatory bodies (upon lawful request)
Accreditation or examination bodies
Legal advisors and auditors (where required)

All third parties are bound by strict confidentiality and data processing agreements.

5. Data Retention

We retain your personal data only as long as necessary to fulfill the purposes outlined above, or as required by applicable laws or regulations. Data that is no longer needed is securely deleted or anonymized.

6. International Data Transfers

If we transfer your data outside of Malaysia or your home jurisdiction, we will ensure that appropriate safeguards are in place, such as:

Standard Contractual Clauses (SCCs)
Binding corporate rules
Consent (where applicable)

7. Data Security

We implement appropriate technical and organizational measures to protect your personal data from unauthorized access, loss, misuse, or alteration. These include:

Encryption
Secure servers and firewall protection
Access controls and staff training

8. Your Rights

Subject to applicable laws, you may have the following rights:

Right to access your personal data
Right to correct or update your data
Right to withdraw consent at any time
Right to object to processing (where applicable)
Right to request erasure (“right to be forgotten”)
Right to data portability

To exercise any of your rights, please contact us at:
📧 james@portman.university

9. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance user experience and analyze traffic. You can manage cookie preferences via your browser settings.

10. Children’s Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal data from children without verified parental consent.

11. Changes to This Policy

We reserve the right to update this Privacy Policy from time to time. Any changes will be posted on our website with an updated revision date. We encourage you to review this page periodically.

12. Contact Us

If you have any questions about this Privacy Policy or how your data is handled, please contact:

PORTMAN University
203 N LA SALLE ST STE 2100
CHICAGO, IL 60601-1051
📧 Email: james@portman.university