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
What sensitive Personal Data is being collected?
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
Where do we get your Personal Data?
Your Personal Data
will be collected by KAUST's Occupational Health Specialist, contactable at
email@example.com, 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.
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.
Do I need to provide all of the information
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.
Why are we able to process your Personal Data?
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.
Does the processing involve profiling and/or any automated
No, KAUST does not rely on any automated decision-making or conduct any profiling in
Who do we share your Personal Data with, and how do they process the Personal
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.
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
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.
How long do we keep your Personal Data? Your Personal Data
are permanently retained.