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Include Left - About MIA - Structure
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Database
Information Privacy Policy
Malaysian Institute of Accountants
Through
the enactment of the Accountants Act, 1967, the Malaysian
Institute of Accountants (MIA) was set up to regulate and
develop the accountancy profession in Malaysia.
Introduction
MIA
values the privacy of its members and is strongly committed
to each member’s right to privacy. Through our commitment to
protect your privacy, we would like to explain MIA’s
information gathering and handling practices, as well as how
information which you provide to us is being used and the
choices you have regarding this information. If you have any
questions regarding MIA’s Database Information Privacy
Policy or do not feel that your concerns have not been
adequately addressed, please contact the Head of Membership
Services by sending an e-mail to
privacy@mia.org.my.
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A. |
Confidentiality and Security
All information
obtained from members and firms registered with MIA (hereinafter
referred to as “firms”) are treated with great care to protect your
privacy and security. Except as discussed in the following sections
on Using the Information Collected and Disclosure of Information,
the management authorizes only trained and qualified employees and
agents performing duties on behalf of the MIA to access the
information which you have provided. In certain circumstances, MIA
Council members, Branch Chairmen and committee members may have
access to such personal or firm’s information in the course of
performing their duties. In addition, third parties, advisers,
consultants and contractors appointed by MIA in carrying out their
functions may also have access to personal information of members
and firms.
These Council members, Branch Chairmen, committee
members, employees, third parties, advisers, consultants and
contractors are required to sign confidentiality statements or such
clauses are included in their respective agreements/contracts.
Please see the appendix for confidential statements and clauses.
Other security safeguards such as limiting access to authorized MIA
staff, password protection and encoding procedures are in place to
protect personal and firms' information. However, this should not be
construed as a guarantee of absolute security.
Protecting your
personal and firm's password is critical in ensuring the protection
of your personal and firm's information as it provides access to the
Members' Only website and your Personal and Firm Profile. Your
password should never be divulged to anyone. MIA will never ask you
for your password in an unsolicited phone call or e-mail. Always
remember to sign out of the site you are in and the browser window
when you have finished with the site. Failing to do so may provide
access to your confidential information especially in situations
where you share a computer with someone else or are using a computer
in public places like libraries and internet cafes.
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B. |
Collection
of Personal Information
There are three categories of
data which are kept and maintained by MIA. They are -
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1. |
Personal information concerning a member; |
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2. |
Information concerning firms registered with MIA; |
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3. |
Personal information concerning non-members who provide such
information to MIA either through a provision of a service or have
reasons to be associated with MIA. |
MIA maintains a database of its membership containing: name,
contact information, employment details, history and profile,
qualifications, training records for CPE Audit purposes, payment
records and other personal information.
MIA also maintains a
database of firms registered with the Institute containing: contact
information, partnership details and information regarding the
profile of the firm.
The primary purpose of these databases
is to facilitate communication with our members and firms to perform
regulatory and non-regulatory functions; and to provide them with
services. MIA values and respects the privacy of members including
security of your personal and firm’s data and will only use such
information for the purpose collected. This applies to both on and
off line information that is collected and used in the course of our
activities.
MIA gathers information through -
1. Upon
application as a member or registering a firm with MIA
2. When
updating member or firm information
3. Upon registration as a
user on our web site
4. Upon registration for a
seminar/workshop/evening talks/conferences
5. Upon registering
for MIA E-Learning programmes
6. Upon completion of our online
and off line surveys
7. Through e-mail communications
8. Upon
payment of fees and other payments
9. Upon application as a
student of the MIA Qualifying Examination
10. Upon purchase of
products or services from MIA
11. Upon receiving enquiries
received both of technical and non-technical nature
12. From
other various applications and forms
13. Through off line
communications |
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C. |
Storage of
Information
Members’ and firms' data is primarily stored
on the MIA Membership Management System (MMS) database.
Members’ data may also be stored in the Events Management System
(EMS) database and the Membership Billing System (MBS) databases.
Other data from members and non-members may be stored in various
databases which are under the control of MIA. |
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D. |
Using the
Information Collected
Personal and firm's information may
be used to:
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Personal information concerning a member;1. Verify that you are a
member of MIA or a firm registered with MIA. |
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2. |
Information concerning firms registered with MIA;2. Perform
regulatory functions such as schedule practice reviews and
requesting members and/or firms to provide information. |
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3. |
Personal information concerning non-members who provide such
information to MIA either through a provision of a service or have
reasons to be associated with MIA.3. Comply with authorised requests
for the purpose connected to MIA enforcement proceedings. |
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4. |
Communicate to member violations and sanctions. |
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5. |
Maintain various records, such as CPE-related records. |
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6. |
Respond to technical and non-technical enquiries. |
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7. |
Send payment advice such as annual subscription, practising
certificate fee, practice review fee, journal subscriptions and
other dues. |
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8. |
Communicate with members via mailers, email or newsletters on
training programmes, seminars, conferences and other educational
events that are expected to meet the continuing professional
education needs of members. |
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Develop quality and relevant services by measuring demographics and
analysing user trends. |
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10. |
Communicating with members, firms and associated persons via normal
mail, fax or e-mail broadcast. |
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Send members newsletters such as MIA E-News and MIA Updates. |
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12. |
Complete various internal and externally based audits. |
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13. |
Do research/surveys on members and firms*. |
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Complete conference registrations and distribute related materials. |
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Third party label rental for survey or product promotion which is of
interest to members and firms, and as deemed appropriate by the
management. |
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16. |
Send you communications from third parties that we believe may be of
interest to you, although you may opt out of receiving these
communications (see the section "Opting Out"). |
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Provide you with services, programmes and materials. |
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18. |
Promote you or your firm through a specialty referral program. |
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19. |
Complete orders and mailing process from internal and third party
products or service sales. |
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20. |
Comply with lawful requests or as authorized by applicable laws
whereby MIA will disclose your personal information or if we believe
it necessary to protect the rights, property, or safety of others. |
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21. |
To respond to a subpoena, warrant, or other court order. |
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22. |
MIA may disclose personally identifiable information due to
circumstances beyond our control. |
* Information volunteered by you in relation to
researches/surveys is kept confidential and is not used for purposes
outside of the intent of the surveys. |
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E. |
Disclosure
of Information
It is our commitment that your personal
information is disclosed only to third parties to the extent needed
to be in compliance with relevant legislation of the country or to
deliver a business-related service or program. Third parties with
whom we may share selected personal information include but are not
limited to:
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Our auditors |
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Affinity/Collaborative partners |
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Conference attendees |
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Mailing houses and Third-party vendors |
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Member or firm search enquirers |
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Such other third parties as permitted or required by law |
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F. |
Personal
Information Required by Government and Regulatory Authorities
If at any time MIA is required by law to release information
about members or firms, MIA will cooperate fully. MIA as a statutory
body from time to time is required to provide personal information
of members and firms registered with MIA to Government and
regulatory authorities. Such information will be provided where it
is necessary and the approval for the provision of such information
shall be by the Chief Executive Officer or authorized management
staff as delegated by him. The Government and regulatory bodies
would be reminded that the information provided to them is to be
strictly used for the purpose as given by them.
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G. |
Members
Information in the Government Gazette
Section 13 (3) of
the Accountants Act 1967 makes it mandatory for the Council to
publish the Register of members in a Gazette annually. The
information contained will include: name, national registration
identity card number, membership number and membership
classification. |
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H. |
Member Firms
Directory
MIA reproduces the list of firms registered
with MIA which is sold to members, students and other third parties.
The purpose of the directory is to facilitate members of the public
to obtain a firm's services and to assist graduating students source
for practical training experience or employment. The Member Firms
Directory contains: name of firm, firm number and contact details.
This information is also available on the MIA’s website. |
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I. |
Opting Out
As a MIA member, you have the ability to opt out of being on the
e-mail lists rented to third parties. Please allow at least 7 days
for your opt-out election to take effect.
However, members
will not have the option to opt out of e-mail broadcasts which are
directly from MIA as it may contain information which are deemed
important for you. |
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J. |
Quality
Members are responsible for providing accurate and
complete personal information about themselves and their firms, and
for contacting us if correction of such information is required.
MIA members can access to their membership and firm information
via the MIA Website to view the information MIA has collected on
them or have factual inaccuracies in this information corrected by
amending on their own using their passwords or contacting us at
membership@mia.org.my or
memberfirm@mia.org.my or
calling the Membership Department at (03) 22799200. |
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K. |
Changes to
this Database Information Privacy Policy
The MIA reserves
the right to modify or amend this Database Information Privacy
Policy at any time and for any reason. Whenever there are changes to
the Database Information Privacy Policy, the changes will be posted
on the Institute’s website and will be effective at that time.
Accordingly, it is recommended that interested parties should
periodically make reference to this policy to ensure that they have
knowledge of the current provisions of MIA Database Information
Privacy Policy. If there is change which is not acceptable to you,
you should communicate your concerns to the Head of Membership
Services by sending an e-mail to
privacy@mia.org.my. However, we cannot guarantee that we will be
able to accommodate your concerns as there may be other overriding
benefits or reasons for the change which is deemed necessary for the
benefit of MIA and/or profession. |
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L. |
Contact the
MIA if you:
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have any questions about our Data Privacy Policy or our practices |
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would like to report a privacy or security concern |
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would like to make an opt-out election for certain e-mail broadcasts |
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would like to access your personal or firm’s information or to make
any corrections to your personal or firm’s information |
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Appendix
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Description |
: Appendix |
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Format |
: PDF |
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Size |
: 91.44KB |
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