Privacy Policy

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.

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

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)

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.

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.

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)

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

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

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

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.

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.

What it is

Our website has a chat assistant, Ask PORTMAN University, that answers questions about our programmes and admissions. Its answers come from information approved by our staff. It may use artificial intelligence to understand your question and write the reply.

What we collect

• Your questions and the assistant’s replies, together with the page you were on and your chosen language. We do not ask for your name to answer questions.
• If you choose to check your eligibility or apply, we ask for your name and your email address or phone number, and your answers to a few short questions (highest education, years of work experience, the programme level you are interested in, and your country). We only save these details if you tick the consent box.
• If you arrived through a partner’s link, we record the referral code so the right partner is credited.

Why we use it

To answer your questions and improve our answers; and, if you gave your details, so our admissions team can contact you about your application and link your enquiry to your application if you sign up.

Who can see it

Only our admissions and sales staff, and service providers that help us run the website and send emails (for example cloud hosting, the AI service that writes replies, and our email provider), who may only use it to provide their service to us. We do not sell your information. If you choose “Continue on WhatsApp”, your conversation continues on WhatsApp under WhatsApp’s own privacy policy.

How long we keep it

Chat questions and contact details from the chat are deleted after 12 months, unless you become a student (then your student record is kept under the rest of this policy).

Your choices and rights

Giving your contact details is optional; you can still use the chat or contact us on WhatsApp without them. You can ask us to see, correct or delete your details, or withdraw your consent, at any time by emailing james@portman.university. We will respond within 21 days. Please do not share passwords, card or bank details, or identity numbers in the chat.

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

PORTMAN University
9260 S. PEORIA, CHICAGO, IL 60620
📧 Email: james@portman.university