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Privacy Policy | iD UBD Application

UNIVERSITI BRUNEI DARUSSALAM

Privacy Policy  •   iD UBD Application •  Effective Date: May 2026

Privacy Policy

⚠️ Important Notice

This App collects sensitive personal information, including health and medical data. Please read this policy carefully before using the App.

1.  Introduction

iD UBD is the official digital identity application of Universiti Brunei Darussalam (“UBD”). It is required for all enrolled students and serves as your gateway to university services including your Student Digital ID, On-boarding process, Library Access, attendance, health records, and financial aid. By using the App, you agree to this Privacy Policy.

2.  Information We Collect

  1. Personal details: full name, student ID, UBD email, date of birth, photo, and mobile number
  2. Academic and attendance data: programme, enrolment status, QR-scanned attendance records, absence records and reasons, library access history
  3. Financial: funding and scholarship status
  4. Uploaded content: documents and forms submitted through the App
  5. Device and technical data: device type, device ID, IP address, and app usage statistics

⚠️ Health and Medical Information (Sensitive Data)

We collect the following health-related information, with your explicit consent:

  • Declared medical conditions that may affect attendance
  • Health insurance details for administrative purposes
  • Uploaded medical certificates supporting absences
  • Disability accommodation requirements
  • Mental health information, if disclosed for counselling or support
  • Health-related reasons for absences

Health data is subject to enhanced protection and strict confidentiality under UBD policies and applicable law. You may withdraw consent at any time, though this may affect your ability to receive certain accommodations.

Note: Camera images used for QR code attendance scanning are processed locally on your device and are never stored or uploaded.

3.  How We Use Your Information

  1. Authenticate your identity and display your Digital ID and Library Access Card
  2. Record and manage class attendance and absence records
  3. Store and provide access to your insurance and financial aid records
  4. Send attendance alerts, university notices, and service notifications
  5. Support academic monitoring, counselling, and where necessary, disciplinary procedures
  6. Improve App performance and generate anonymised departmental reports

⚠️ Health Information — Permitted Uses Only

Health data is used solely for:

  • Processing attendance exemptions for documented medical reasons
  • Arranging academic accommodations for students with health conditions or disabilities
  • Connecting students with appropriate health and wellness services
  • Emergency response on campus and compliance with health and safety obligations

Health data is never used for:

  • General attendance monitoring by non-medical staff
  • Performance evaluations or disciplinary actions
  • Any commercial or advertising purpose

4.  Data Sharing

General data is shared within UBD on a need-to-know basis  including Programme Leaders, Academic Advisors, the Registrar’s Office, the Library, and Disciplinary Officers. Trusted third-party technology providers may process general data solely to support App operations and are contractually bound to protect it. Data may also be disclosed if required by Brunei Darussalam law or a valid court order.

⚠️ Health Information — Strict Confidentiality

Health data is shared only with:

  • Authorised UBD medical and counselling staff
  • Disability Services Officers authorised to arrange accommodations
  • Emergency responders, in the event of a medical emergency only

Health data is never shared with:

  • Programme Leaders or faculty (unless you explicitly consent)
  • General administrative staff or other students
  • Third-party providers without equivalent medical data protection standards

Health data is stored in a separate, isolated system. All personnel with access are bound by confidentiality agreements and UBD medical privacy policies.

We will never:

  • Sell your personal data
  • Use your data for advertising or share with data brokers
  • Track you across other apps or websites
  • Use health data for any commercial purpose

5.  Data Security

We protect all data using HTTPS/TLS encryption, role-based access controls, secure UBD-governed servers, and regular security audits. Camera images are processed locally on-device and never uploaded.

⚠️ Enhanced Protection for Health Data

  • AES-256 encryption at rest in an isolated, dedicated database
  • Full audit logging of all access to health records
  • Access limited to pre-authorised medical and counselling personnel only
  • Automatic flagging for deletion review when data is no longer required

In the event of a breach involving health data, we will immediately notify affected individuals and relevant authorities, and provide full details of the incident and steps taken.

6.  Data Retention

General data is retained for the duration of your enrolment and thereafter as required by UBD’s academic records policy and Brunei Darussalam education regulations. You may request account deletion, subject to legal and administrative retention obligations.

⚠️ Health Data Retention

  • Retained while accommodations or medical exemptions are active
  • Reviewed periodically; securely deleted when no longer required
  • Retained for the minimum period required by Brunei Darussalam medical records regulations

7.  Your Rights

You have the right to access, correct, delete, obtain a portable copy of, or restrict the processing of your personal data, and to object to or withdraw consent for certain uses. To exercise these rights, contact us at the details in Section 10.

⚠️ Additional Rights for Health Data

  • Request a copy of your health records
  • Request an audit log of who has accessed your health data
  • Restrict disclosure of health data within legal limits
  • Revoke consent for health data processing at any time (may affect accommodations)

8.  App Permissions (Apple App Store)

  • Camera: QR code scanning for attendance only; images are never stored or uploaded
  • Photo Library: for uploading insurance and medical documents
  • Push Notifications: for university alerts and attendance notifications

iD UBD does not track users across third-party apps or websites and does not participate in any advertising ecosystem. All data linked to your identity is used exclusively for UBD institutional purposes.

9.  Children’s Privacy

iD UBD is intended for students aged 17 and above. We do not knowingly collect data from anyone under 13 without parental consent. If you believe a minor’s data has been submitted, please contact us immediately.

10.  Contact Us

General Privacy: Data Protection Officer

Universiti Brunei Darussalam, Jalan Tungku Link, Gadong, BE1410, Brunei Darussalam

Email: iD.UBD@ubd.edu.bn

Phone: 2463001 ext 2510

⚠️ Health Data Privacy Enquiries

UBD Health Services / Medical Centre

Email: support.unihealth@ubd.edu.bn

Phone: 2463001 ext 3118

11.  Changes & Consent

We may update this Privacy Policy from time to time. Minor changes will be posted in the App with an updated date. Significant changes particularly those affecting health data will be communicated by email with 30 days’ notice and require your acknowledgment before taking effect. We will never make retroactive changes to how we handle health data without your explicit consent.

By using iD UBD, you confirm that you have read and agree to this Privacy Policy. Health data collection requires a separate explicit consent within the App before any such information is collected.

© 2026 Universiti Brunei Darussalam. All rights reserved.  •  iD UBD Privacy Policy v3.1