Medical Eligibility for Iqama

1. What Personal Data are we collecting? 
   
   To verify you and your relocating family members are medically eligible for an Iqama, we request the following Personal Data: name; contact details; date of birth; job title; prospective work location, supervisor and department; HR Relocation Advisor; medical reports for you; and medical reports for a relocating spouse and dependents over 15, as applicable.
   
   
2. What sensitive Personal Data is being collected? 
   
   To verify you and your relocating family members are medically eligible for an Iqama, we need to collect various medical records. Health data is considered sensitive data under the PDPL. Under the GDPR, children are considered a vulnerable group, meriting specific protections.
   
   
3. Where do we get your Personal Data? 
   
   Your Personal Data will be collected by KAUST's Occupational Health Specialist, contactable at occupational.health@kaust.edu.sa, who collects your Personal Data from the webform you submit. If additional information is required, he/she will reach out to you via phone, email or video conference.
   
   
4. Why do we collect your Personal Data?
   
   We gather this information to ensure your medical eligibility for an Iqama and fitness for relocation to KAUST, and to assist KAUST in maintaining a safe working environment. Your Personal Data will not be processed later in a manner inconsistent with this purpose, except as provided or required by law.
   
   
5. Do I need to provide all of the information requested? 
   
   Yes, all responses to the webform are mandatory. Failure to provide the information requested may result in you being ineligible for relocation to KAUST and rescindment of employment offer.
   
   
6. Why are we able to process your Personal Data? 
   
   Under the Saudi Labor Law, prospective employers may require a medical assessment to verify the applicant is free from any communicable diseases. We may also collect this information to implement your employment contract: obtaining an Iqama is a condition precedent to your employment contract, and to be eligible for an Iqama, you must provide proof you are free from certain communicable diseases. Under the GDPR, KAUST also has a legitimate interest in maintaining a safe working environment.
   
   
7. Does the processing involve profiling and/or any automated decision-making?
   
   No, KAUST does not rely on any automated decision-making or conduct any profiling in this process.
   
   
8. Who do we share your Personal Data with, and how do they process the Personal Data?
   
   We only share your personal data with KAUST's Occupational Health Specialist who will not disclose any Personal Data contained in the form you submit. He/she will only notify your HR Relocation Advisor of your clearance status, either "cleared" or "not cleared." KAUST's Occupational Health Specialist will reach out to you if additional information is required. If clearance is not issued, your HR Relocation Advisor will notify your hiring manager and the Head, Staffing Services that clearance has been declined.
   
   
9. How do we protect your Personal Data? 
   
   Your completed form and any additional information provided will be held strictly confidential, accessible only to KAUST's Occupational Health Specialist. 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. The completed form and any additional information are treated as confidential medical records and retained separately by KAUST Occupational Health; these files will not be added to the usual HR personnel files.
   
   The webform used for collecting your Personal Data will be protected with TLS encryption in transit and at resot 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 Microsoft Office 365 applications, which hosts the data in North America or Europe. 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, Information Security Policy, and Data Classification Procedure.
   
   
10. How long do we keep your Personal Data? 
    Your Personal Data are permanently retained.

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