Medical Clearance for Relocation
What Personal Data are we collecting?
We may request the
following Personal Data: name, date of birth, phone number, assigned recruiter,
information about your health, the number of children you have, and information about
your spouse’s and dependents’ health.
What sensitive Personal Data is being collected?
We need to
collect Personal Data about your health to conduct a KAUST Health medical clearance.
Health data are considered sensitive data under the PDPL. We may collect information
about your children, and children are considered a vulnerable category under applicable
data protection laws.
Where do we get your Personal Data?
Your Personal Data will be
collected by the KAUST Health (“KH”) representative handling medical clearances,
contactable at Medical-Clearance@kaust.edu.sa, who collects the Personal Data from the
webform you submit, and, if additional information is required, he/she will reach out to
you via phone, email or video conference.
Why do we collect your Personal Data?
We gather this information to assess
whether KAUST Health can adequately support you and your dependents’ medical needs upon
arrival to KAUST. Your Personal Data will not be processed later in a manner
inconsistent with this purpose, except as provided or required by law.
Do I need to provide all of the information requested?
Successful completion of this questionnaire is a condition of any offer of employment
with KAUST; thus, all responses to this webform are mandatory. Failure to fully complete
this form may result in you being ineligible for a position with KAUST.
Why are we able to process your Personal Data?
process your Personal Data with your consent. Under the General Data Protection
Regulation, we may collect this information as a step prior to entering into an
employment contract. KAUST also has a legitimate interest to ensure it has the
appropriate medical services and support for the community.
Does the processing involve profiling and/or any automated
No, KAUST does not rely on any automated
decision-making or conduct any profiling in this process.
Who do we share your Personal Data with and how do they process the Personal
The KH representative shares the completed questionnaire and
any medical reports you additionally provide with a medical doctor from Dr. Soliman
Fakeeh Hospital (“DSFH”). The reviewing doctor will determine your medical clearance
(“cleared” or “not cleared”), which the KAUST Health representative will communicate to
your HR Recruiter. No health information will be shared with the HR Recruiter, only
“cleared” or “not cleared.”
How do we protect your Personal Data?
After review by the doctor, the
completed questionnaire and medical reports, if any, are securely stored, accessible
only to the KH representative handling medical clearance. Your Personal Data will be
held strictly confidential. All KAUST employees are required to sign and comply with
KAUST’s Confidentiality Agreement, which requires handling confidential information with
the highest diligence and carefulness, in compliance with data privacy laws, and
prohibits disclosure beyond a strict need-to-know basis.
DSFH personnel are also
contractually required to keep your Personal Data strictly confidential. KAUST Health’s
policies on Confidentiality, Access and Confidentiality of Electronic Communication, and
here. Your completed questionnaire and any provided medical
reports are treated as confidential medical records and retained separately by KAUST
Health; these files will not be added to the usual HR personnel files.
webform used for collecting your Personal Data will be protected with encryption in
transit and at rest on Formstack. Formstack uses AWS in the United States to host its
data. Any information received over email will be stored with strict access-controls and
password protection on a Microsoft Office 365 application, which hosts its data in
Europe or North America. The European Commission does not consider the United States to
offer an adequate level of data protection. For more information about the technical
measures KAUST applies to protect your Personal Data, please see KAUST's
Minimum Security Standard,
Security Policy, and
How long do we keep your Personal Data?
Per Ministry of Health
requirements, medical files are retained for ten years after the file status is deemed
inactive. After the retention period, your Personal Data will be securely and
permanently deleted – unless retention is further required for legal reasons.