{"id":7609,"date":"2026-08-17T10:22:50","date_gmt":"2026-08-17T02:22:50","guid":{"rendered":"https:\/\/openscience.upsi.edu.my\/index\/?page_id=7609"},"modified":"2026-08-24T08:20:55","modified_gmt":"2026-08-24T00:20:55","slug":"privacy-policy","status":"publish","type":"page","link":"https:\/\/openscience.upsi.edu.my\/index\/index.php\/privacy-policy\/","title":{"rendered":"Privacy Policy"},"content":{"rendered":"\n<h1>\n\t\t\tPRIVACY POLICY\t<\/h1>\n\t<p><strong>Privacy Policy for UPSI Research Data Management (RDM) Portal<\/strong><\/p>\n<p><strong>Last Updated:<\/strong>\u00a03 April 2026 (GMT +8)<\/p>\n<p><strong>1. Introduction<\/strong><\/p>\n<p>This Privacy Policy explains how Universiti Pendidikan Sultan Idris (UPSI), through Perpustakaan Tuanku Bainun, manages personal data and research data within the Research Data Management (RDM) Portal (&#8220;the Portal&#8221;).<\/p>\n<p>The Portal supports research data lifecycle management in line with institutional policies, funder requirements, and applicable laws including the\u00a0<strong>Personal Data Protection Act 2010 (PDPA), Malaysia<\/strong>.<\/p>\n<p>By accessing or using the Portal, you agree to this Privacy Policy.<\/p>\n<h3><strong>2. Types of Data Collected<\/strong><\/h3>\n<h4><strong>2.1 Personal Data<\/strong><\/h4>\n<p>We may collect the following personal information:<\/p>\n<ul>\n<li>\n<ul>\n<li>Name<\/li>\n<li>Staff \/ student ID<\/li>\n<li>Institutional affiliation (UPSI or external collaborator)<\/li>\n<li>Email address and contact details<\/li>\n<li>User account credentials (securely encrypted)<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h4><strong>2.2 Research Data<\/strong><\/h4>\n<ul>\n<li>\n<ul>\n<li>Research datasets (including structured and unstructured data)<\/li>\n<li>Metadata and documentation<\/li>\n<li>Data Management Plans (DMPs)<\/li>\n<li>Project and grant information<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>Users are responsible for ensuring that uploaded data complies with ethical approvals and does not violate confidentiality, privacy, or legal restrictions.<\/p>\n<h4><strong>2.3 Sensitive Personal Data<\/strong><\/h4>\n<p>Where applicable (as defined under PDPA), this may include:<\/p>\n<ul>\n<li>\n<ul>\n<li>Health-related data<\/li>\n<li>Biometric or identifiable human subject data<\/li>\n<li>Any data requiring ethical clearance<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>Such data must only be uploaded with proper authorization and safeguards.<\/p>\n<h4><strong>2.4 Technical Data<\/strong><\/h4>\n<ul>\n<li>\n<ul>\n<li>IP address<\/li>\n<li>Browser and device information<\/li>\n<li>Access logs and activity records<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3><strong>3. Purpose of Processing<\/strong><\/h3>\n<p>Data is collected and processed for the following purposes:<\/p>\n<ul>\n<li>\n<ul>\n<li>To provide RDM services including storage, curation, and sharing<\/li>\n<li>To support compliance with UPSI research policies and funder requirements<\/li>\n<li>To enable data publication (including Open Data where applicable)<\/li>\n<li>To ensure security, auditing, and system integrity<\/li>\n<li>To improve portal functionality and user experience<\/li>\n<li>To facilitate collaboration and controlled data access<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3><strong>4. Legal Basis (PDPA Compliance)<\/strong><\/h3>\n<p>Processing of personal data is based on:<\/p>\n<ul>\n<li>\n<ul>\n<li>User consent<\/li>\n<li>Performance of institutional functions (education and research)<\/li>\n<li>Compliance with legal and regulatory obligations<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>Users may withdraw consent where applicable, subject to operational and legal constraints.<\/p>\n<h3><strong>5. Data Sharing and Disclosure<\/strong><\/h3>\n<p>Data may be shared under the following conditions:<\/p>\n<ul>\n<li>\n<ul>\n<li>Within UPSI (authorized staff, librarians, system administrators)<\/li>\n<li>With research collaborators (as permitted by the data owner)<\/li>\n<li>Publicly, if datasets are published as\u00a0<strong>Open Data<\/strong><\/li>\n<li>With funders or regulatory bodies when required<\/li>\n<li>With third-party service providers under strict data protection agreements<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>UPSI does not sell personal data to third parties.<\/p>\n<h3><strong>6. Data Classification and Access Control<\/strong><\/h3>\n<p>Data within the Portal may be classified as:<\/p>\n<ul>\n<li>\n<ul>\n<li><strong>Open<\/strong>\u00a0&#8211; publicly accessible<\/li>\n<li><strong>Restricted<\/strong>\u00a0&#8211; access upon request or approval<\/li>\n<li><strong>Confidential<\/strong>\u00a0&#8211; limited to authorized users only<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>Users are responsible for selecting appropriate access levels.<\/p>\n<h3><strong>7. Data Storage and Security<\/strong><\/h3>\n<p>UPSI implements appropriate safeguards including:<\/p>\n<ul>\n<li>\n<ul>\n<li>Secure institutional servers or approved cloud infrastructure<\/li>\n<li>Encryption (in transit and at rest where applicable)<\/li>\n<li>Role-based access control<\/li>\n<li>Regular monitoring, logging, and security audits<\/li>\n<li>Backup and disaster recovery mechanisms<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>However, UPSI cannot guarantee absolute security.<\/p>\n<h3><strong>8. Data Retention<\/strong><\/h3>\n<ul>\n<li>\n<ul>\n<li>Personal data will be retained in accordance with UPSI policies and PDPA requirements<\/li>\n<li>Research data retention follows:\n<ul>\n<li>Institutional guidelines<\/li>\n<li>Funder requirements<\/li>\n<li>Research integrity standards<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>Data may be retained beyond project completion for archival, verification, or compliance purposes.<\/p>\n<h3><strong>9. User Responsibilities<\/strong><\/h3>\n<p>Users must:<\/p>\n<ul>\n<li>\n<ul>\n<li>Ensure data accuracy and legality before upload<\/li>\n<li>Obtain necessary ethical approvals<\/li>\n<li>Anonymize or de-identify sensitive data where required<\/li>\n<li>Assign correct licensing (e.g., Creative Commons) for shared data<\/li>\n<li>Avoid uploading prohibited or unlawful content<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3><strong>10. User Rights (Under PDPA)<\/strong><\/h3>\n<p>Users have the right to:<\/p>\n<ul>\n<li>\n<ul>\n<li>Access their personal data<\/li>\n<li>Request correction of inaccurate data<\/li>\n<li>Withdraw consent (where applicable)<\/li>\n<li>Request restriction of processing<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>Requests can be submitted to the contact below.<\/p>\n<h3><strong>11. Cookies and Usage Tracking<\/strong><\/h3>\n<p>The Portal uses cookies and similar technologies to:<\/p>\n<ul>\n<li>\n<ul>\n<li>Maintain login sessions<\/li>\n<li>Improve system performance<\/li>\n<li>Analyze usage patterns<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>Users may adjust browser settings to control cookies.<\/p>\n<h3><strong>12. Third-Party Services<\/strong><\/h3>\n<p>The Portal may integrate with external systems (e.g., ORCID, authentication services, analytics tools). These services are governed by their own privacy policies.<\/p>\n<h3><strong>13. Policy Updates<\/strong><\/h3>\n<p>This Privacy Policy may be revised periodically. Updates will be published on the Portal and, where appropriate, communicated to users.<\/p>\n<h3><strong>14. Contact Information<\/strong><\/h3>\n<p>For any inquiries or data requests:<\/p>\n<strong>Perpustakaan Tuanku Bainun<\/strong><br \/>\nUniversiti Pendidikan Sultan Idris (UPSI)<br \/>\nEmail:\u00a0<a><em>reference.pustaka@upsi.edu.my<\/em><\/a>\n\n\n","protected":false},"excerpt":{"rendered":"<p>PRIVACY POLICY Privacy Policy for UPSI Research Data Management (RDM) Portal Last Updated:\u00a03 April 2026 (GMT +8) 1. Introduction This Privacy Policy explains how Universiti Pendidikan Sultan Idris (UPSI), through Perpustakaan Tuanku Bainun, manages personal data and research data within the Research Data Management (RDM) Portal (&#8220;the Portal&#8221;). The Portal supports research data lifecycle management&hellip;<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"cybocfi_hide_featured_image":"","footnotes":""},"class_list":["post-7609","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.7 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Privacy Policy - UPSI | Open Science<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/openscience.upsi.edu.my\/index\/index.php\/privacy-policy\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Privacy Policy - UPSI | Open Science\" \/>\n<meta property=\"og:description\" content=\"PRIVACY POLICY Privacy Policy for UPSI Research Data Management (RDM) Portal Last Updated:\u00a03 April 2026 (GMT +8) 1. 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