1. Purpose of this policy
A & S WANI AGENCY respects the privacy of students, parents, guardians, representatives and website visitors. This policy explains what information we collect, why we need it, how it may be shared and the choices available to you.
We process personal information for legitimate educational counselling, application and student-support purposes and aim to handle it in accordance with applicable Malaysian data-protection requirements.
2. Information we may collect
The information required depends on the service, institution and application stage. It may include:
- Identity information: full name, date of birth, nationality, gender, photograph, passport details and identification documents.
- Contact information: telephone number, email address, WhatsApp number, current country, city and residential address.
- Academic information: certificates, transcripts, grading information, professional qualifications and study history.
- Application information: preferred institution, programme, intake, budget, offer letters, application status and correspondence.
- Postgraduate materials: curriculum vitae, research proposal, publications, references, employment history and English-language evidence where applicable.
- Visa and arrival information: documents and details reasonably needed for EMGS or student-pass guidance, insurance, medical examination, travel, accommodation or arrival arrangements.
- Communications: messages, emails, enquiries, feedback and records of instructions or approvals.
- Website information: IP address, browser and device details, referral information and basic technical logs generated when the website is accessed.
Please avoid sending information that is not requested or reasonably necessary for your enquiry or application.
3. How information is collected
We may receive information directly from you through website forms, email, WhatsApp, telephone, social media, uploaded documents or in-person communication. We may also receive application-related information from a parent, authorised representative, university, English language centre, EMGS-related channel or another service provider involved in your case.
4. How we use information
We may use personal information to:
- Respond to enquiries and assess suitable study options.
- Review eligibility and identify missing application documents.
- Prepare, submit, support and follow up institutional applications.
- Communicate offers, requests, deadlines and application updates.
- Provide general visa, EMGS and pre-arrival guidance.
- Assist with agreed accommodation, airport, medical or registration arrangements.
- Maintain service records, prevent fraud and protect the Agency and its clients.
- Comply with lawful requests and applicable legal obligations.
- Improve our website, communications and services.
- Send educational updates or promotional information where permitted; you may ask us to stop at any time.
5. When information may be shared
We do not sell student personal information. Where reasonably necessary for the requested service, information may be disclosed to:
- Selected universities, colleges and English language centres.
- EMGS, immigration-related channels and authorised visa-support parties.
- Insurance, medical, translation, certification or courier providers.
- Accommodation, airport-transfer or arrival-support providers chosen or approved for the student.
- Website hosting, email, communications, storage and other technical providers that support our operations.
- Professional advisers, regulators, law-enforcement bodies or authorities when disclosure is required or permitted by law.
Each institution or provider may process information under its own privacy policy and legal responsibilities.
6. International transfers
Students may contact us from outside Malaysia, and some communications or technology providers may process information in other countries. Where information is transferred internationally, we take reasonable steps to use it only for the stated service and to work with appropriate recipients and providers.
7. Cookies and external services
Our website may use essential technical storage, server logs or similar technology needed for security and functionality. If analytics, advertising or additional tracking tools are introduced, this policy and any required notice will be updated.
Links to WhatsApp, Instagram, Facebook, universities and other external websites are governed by the privacy practices of those services.
8. Data security
We use reasonable administrative, technical and organisational measures intended to protect information from unauthorised access, alteration, loss or disclosure. Nevertheless, no email, messaging, storage or internet system can be guaranteed completely secure. Students should use trusted devices and avoid sending documents to unofficial accounts.
9. Retention of information
We retain information only for as long as reasonably needed to provide the requested service, maintain appropriate application and communication records, resolve enquiries, prevent fraud and meet legal or operational requirements. When information is no longer reasonably required, we may securely delete, anonymise or archive it as appropriate.
10. Your choices and requests
Subject to applicable law and reasonable identity verification, you may ask us to:
- Confirm whether we hold your personal information.
- Provide access to information we hold about you.
- Correct inaccurate or incomplete information.
- Stop sending direct promotional communications.
- Withdraw consent or request deletion where this is legally and operationally possible.
Some information may need to be retained or may already have been submitted to an institution or authority. Requests concerning information held by those organisations must also be directed to them.
11. Students under 18
Where a student is under 18, we may require the involvement and consent of a parent or legal guardian before processing an application or providing certain support. Parents and guardians should provide only information necessary for the student’s case.
12. Accuracy and updates
Please notify us when your passport, contact information, academic status or other relevant details change. We may update this policy as our services, technologies or legal responsibilities develop. The current version and revision date will remain available on this page.
13. Contact us
Privacy questions, corrections and requests may be sent to info@aswaniagency.com or through WhatsApp at +60 11-3995 4085. To protect students, we may ask for reasonable identity verification before acting on a request.