Candidate Data Privacy Notice

At Sri Emas International School, we take the protection of your personal data seriously. This notice explains how your personal data will be collected, used, shared, and protected in connection with Cambridge International Education.

The terms 'processing', 'personal data', and 'special categories of personal data' (sensitive data) have the meanings given to them under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Together, these are referred to as Candidate Data.

1. Collection of Personal Data
   We collect Candidate Data including, but not limited to:
   • Full name, date of birth, and candidate number
   • Contact details (as provided by you or your parent/guardian)
   • Exam entry details and results
   • Special consideration and access arrangement information (if applicable)
   • Coursework, exam scripts, and audio/video recordings (where applicable)


2. Purpose of Collecting Candidate Data
   Your Candidate Data is used to:
   • Register and process your exam entries
   • Administer and conduct assessments
   • Mark exam scripts and coursework
   • Issue results and certificates
   • Handle enquiries about results
   • Investigate cases of malpractice
   • Manage applications for access arrangements, special consideration, or withdrawals


3. Sensitive Personal Data
   When applying for access arrangements, special consideration, or withdrawal of entries, Cambridge International may need to process sensitive personal data, such as medical or psychological information. We will obtain explicit consent from candidates aged 18+ or parent/guardian for those below the age. Written records of the consent will be retained.


4. Data Sharing
   We share Candidate Data with:
   • Cambridge International Education, for all purposes related to the delivery and awarding of qualifications
   • Regulatory authorities where legally required
   • Universities and College Admissions Service (UCAS), other colleges and universities and, where appropriate, potential employers in order to facilitate the candidate’s relevant applications
   • Government or regulatory authorities for the purpose of evidencing outcomes, progression and participation in relation to Cambridge’s products and services
   We do not sell or share your data for marketing purposes nor will we use these data to contact you for marketing via email without prior consent.


5. International Transfers
   Your data may be transferred outside Malaysia or the UK. Your data (such as exam paper) may be sent to Cambridge’s UK office for processing or to a third-party examiner that Cambridge chooses to use. Personal Data is protected by legal safeguards such as Standard Contractual Clauses (SCCs) or International Data Transfer Acts.


6. Data Retention
   Candidate Data is kept for as long as necessary to fulfil the purposes outlined in this notice, including legal, accounting, or reporting obligations.


7. Your Rights
   As a candidate, you (or your parent/guardian, where applicable) have rights regarding your personal data, including:
   • Access: You have the right to request a copy of the personal data we hold about you.
   • Correction: You have the right to request that any inaccurate or incomplete data be corrected.
   • Erasure: In certain circumstances, you can request that your personal data be deleted.
   • Restriction: You have the right to request the restriction of processing in certain situations.
   • Objection: You may object to the processing of your data where we are relying on a legitimate interest as the basis for processing.
   • Data Portability: You have the right to receive your data in a structured, commonly used, and machine-readable format.
   • Withdraw Consent: Where processing is based on your consent, you have the right to withdraw that consent at any time.
   If you wish to exercise any of these rights, please email exam.department@sriemas.edu.my.


8. Research and Quality Improvement
   In addition to delivering and administering qualifications, Cambridge International Education may use Candidate Data for research purposes. This helps them:
   • Improve the quality and fairness of their assessments
   • Develop educational services
   • Conduct statistical analyses
   • Improve the delivery and integrity of qualifications
   Any data used for research will not identify individual candidates.
   This use of data is based on Cambridge International Education’s legitimate interests to maintain and improve the quality of its qualifications and to protect the interests of candidates.

(last updated: 1st July 2025)