Privacy Policy – AIMI Arabic Program in Madinah

What personal data do we process?

Depending on the package booked and the services used by the participant, AIMI may process the following personal data, among others:

• first and last name;
• email address;
• phone number;
• date of birth;
• gender;
• nationality;
• country of residence;
• information about Arabic language level;
• results of written and oral placement tests;
• information about attendance and academic progress;
• payment and transaction details;
• communication with AIMI;
• flight details;
• arrival and departure details;
• accommodation details;
• details necessary for transportation and airport pickup;
• details necessary for organizing the ‘Umrah and activities;
• passport and visa details when necessary for the booked package;
• details of a parent or legal representative when the participant is a minor;
• other information necessary for the organization and execution of the program.

AIMI only processes personal data that is reasonably necessary for the execution and administration of the program.

What do we use personal data for?

Personal data may be used for, among other things:

• processing and reviewing enrollments;
• communication with participants;
• administering payments;
• conducting written and oral placement tests;
• determining the appropriate language level;
• placing students in suitable groups;
• organizing and providing the education;
• keeping track of attendance and study progress;
• issuing certificates;
• arranging accommodation;
• organizing transportation between accommodation and the class location;
• organizing airport pickup;
• facilitating a tourist visa when this is part of the booked package;
• organizing the guided ‘Umrah;
• organizing activities and excursions;
• handling questions and complaints;
• ensuring a good and safe execution of the program;
• complying with legal and administrative obligations.

Passport and visa details

When a tourist visa is part of the booked package, it may be necessary for AIMI to receive certain passport and personal details of the participant.

This may include, among other things:

• full name as stated in the passport;
• date of birth;
• nationality;
• passport number;
• date of issue;
• date of expiry;
• a copy or image of the passport;
• other information necessary for the visa application.

This data is used solely for facilitating the visa application and related administrative actions, unless AIMI is legally required to retain or process the data for another purpose.

To carry out a visa application, necessary personal data may be shared with competent authorities and/or service providers involved in the application.

Flight details and airport pickup

When airport pickup is part of the package, AIMI may process flight details, including:

• airline;
• flight number;
• airport of departure;
• date of arrival;
• time of arrival;
• any changes or delays.

This information is used to organize the arrival and transportation of the participant in Madinah.

Where necessary, relevant data may be shared with the driver or transport provider carrying out the airport pickup.

Accommodation

When accommodation is part of the package, AIMI uses personal data to place participants in the appropriate accommodation.

Relevant data may be shared where necessary with:

• accommodation managers;
• rental providers;
• local staff;
• other service providers involved in the stay.

AIMI shares only the data that is reasonably necessary to organize and manage the accommodation.

Transport

When transport is part of the program, necessary personal data may be shared with drivers, transport providers, or staff responsible for the transportation of participants.

This may, for example, be necessary for:

• participant lists;
• pickup locations;
• arrival details;
• communication regarding delays or changes.

‘Umrah, activities and excursions

When AIMI organizes a guided ‘Umrah, activity, or excursion, certain personal data may be used to arrange reservations, transport, hotel accommodation, or participant lists.

Where necessary, relevant personal data may be shared with, for example:

• hotels;
• transport providers;
• local organizers;
• activity providers;
• other parties necessary for carrying out the relevant component.

Only data that is necessary for the execution is shared.

Payment Details

AIMI processes data that is necessary for administering payments, including, for example:

• name of the payer;
• amount paid;
• date of payment;
• payment status;
• payment or transaction reference;
• outstanding amount.

When a bank, payment provider, or other financial service provider is used, that party may independently process personal data in accordance with its own privacy policy.

AIMI does not retain full payment card details when these are processed directly by an external payment provider.

Education Data

For the purpose of providing education, AIMI may process information about:

• the student's starting level;
• placement test results;
• group placement;
• attendance;
• homework;
• tests;
• results;
• feedback from teachers;
• study progress.

This information may be shared with teachers, education coordinators, and other staff members who need it to carry out the education.

Sharing of Personal Data

AIMI does not sell participants' personal data to third parties.

Where necessary, personal data may be shared with parties involved in carrying out the program, including:

• teachers;
• education coordinators;
• authorized AIMI staff members;
• authorized staff members of SR Travel Services LLC;
• local education and cooperation partners;
• accommodation providers;
• transport providers and drivers;
• hotels;
• visa service providers;
• competent government authorities;
• payment providers;
• IT and administrative service providers;
• providers of activities and excursions.

AIMI aims to share only the personal data that is necessary for the relevant service provision.

Photos and Videos

During classes, activities, excursions, the 'Umrah, and other parts of the program, photos and videos may be taken.

Some images may be used for, for example:

• the AIMI website;
• social media;
• brochures and flyers;
• information about future programs;
• other promotional or informational purposes of AIMI.

If AIMI wants to use recognizable images of a participant for marketing or promotional purposes, AIMI will ask for permission where necessary.

A participant can indicate to AIMI when they do not want to appear recognizably in promotional image material.

Minor Participants

When a minor participates in the program, AIMI may process the personal data of the minor and their parent or legal representative.

Where necessary, AIMI may ask the parent or legal representative for consent for certain processing.

AIMI strives to handle the personal data of minor participants with extra care.

Retention Periods

AIMI does not retain personal data longer than reasonably necessary for the purpose for which it was collected, unless a longer retention period is necessary due to legal, administrative, fiscal, or justified business obligations.

The retention period may differ per type of personal data.

For example, financial and administrative data may be retained longer than practical data that was only necessary for a specific course period.

Copies of passports and other sensitive travel documents are not retained longer than necessary for the purpose for which they were received, unless a legal obligation requires otherwise.

Security of Personal Data

AIMI takes reasonable technical and organizational measures to protect personal data against:

• unauthorized access;
• loss;
• theft;
• misuse;
• unauthorized modification;
• unauthorized disclosure.

Access to personal data is limited as much as possible to persons who need this information for their work.

However, no digital or physical system can guarantee complete security.

Participant Responsibility

The participant is responsible for providing correct and up-to-date personal data.

When data changes that is relevant to the program, such as:

• phone number;
• email address;
• flight details;
• passport details;
• other relevant travel data,

the participant must inform AIMI of this as soon as possible.

AIMI is not responsible for problems arising because a participant has provided incorrect, incomplete, or outdated information.

Changes to this Privacy Policy

AIMI may amend this Privacy Policy from time to time when:

• our service provision changes;
• new services are added;
• our way of working changes;
• technical systems change;
• legal obligations change.

If a change has a material impact on the processing of participants' personal data, AIMI will inform participants of this where appropriate.