Kerala Engineers Forum, Riyadh

1. Introduction

Kerala Engineers Forum (KEF), Riyadh Chapter is the premier professional group that unifies engineers from all over Kerala, working in the Central region of Saudi Arabia. We serve as a platform for mutual cooperation, knowledge sharing, and professional development among our members.

This Privacy Policy describes how we collect, use, store, share, and protect your personal information when you use our services, including our mobile application, website, and other digital platforms. We are committed to protecting your privacy and ensuring transparency about our data practices.

By accessing or using our services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with our policies and practices, please do not use our services.

2. Definitions

For the purposes of this Privacy Policy, the following definitions apply:

• Account: A unique account created for you to access our services or parts of our services.
• Application: The KEF Riyadh mobile application, software program, and related digital services provided by the Organization.
• Cookies: Small files placed on your device that store information about your preferences and activities on our platform.
• Device: Any device that can access our services, such as a computer, mobile phone, tablet, or other electronic device.
• Organization: Kerala Engineers Forum, Riyadh Chapter (also referred to as "KEF," "we," "us," or "our" in this document).
• Personal Data: Any information that relates to an identified or identifiable individual, including but not limited to name, email address, phone number, and location data.
• Processing: Any operation performed on Personal Data, including collection, recording, storage, retrieval, use, disclosure, or deletion.
• Service: Refers to the Application, website, and all related services provided by the Organization.
• Service Provider: Any natural or legal person who processes data on behalf of the Organization, including third-party companies or individuals engaged to facilitate our services.
• Usage Data: Data collected automatically, generated by the use of our services or from our service infrastructure, such as page visit duration and access times.
• You: The individual accessing or using our services, or the company or legal entity on behalf of which such individual is accessing or using our services.

3. Scope

This Privacy Policy applies to all personal information collected through:

• Our official mobile application (KEF Riyadh app)
• Our website and web-based services
• Social media channels and official pages
• Communication platforms and messaging services
• Events, meetings, and gatherings organized by KEF
• Member registration and management systems
• Email communications and newsletters
• Any other services where this policy is referenced

This policy applies to all users, members, visitors, and anyone who interacts with our services, regardless of geographic location. Our primary operations are based in the Central Region of the Kingdom of Saudi Arabia.

4. Information We Collect

We collect various types of information to provide and improve our services to you.

4.1 Personal Data You Provide

When you register for an account, use our services, or interact with us, we may collect:

• Full name and professional title
• Email address
• Phone number and WhatsApp contact
• Residential address, city, and postal code
• Professional information (employer, job title, engineering discipline)
• Educational qualifications and certifications
• Profile photograph
• Membership details and preferences
• Payment information for membership fees or event registrations

4.2 Usage Data

We automatically collect certain information when you access our services:

• Device Internet Protocol (IP) address
• Browser type and version
• Pages visited and features used within our services
• Date and time of access
• Time spent on pages and interaction patterns
• Unique device identifiers
• Diagnostic and performance data
• Referring website or source

4.3 Mobile Device Information

When accessing our services through a mobile device, we may collect:

• Type and model of mobile device
• Mobile device unique identifier (Device ID)
• Mobile operating system and version
• Mobile browser type
• Push notification tokens
• Mobile network information

4.4 Camera and Photo Library Access

With your explicit permission, our application may access:

• Your device's camera for capturing profile photos or event documentation
• Your photo library for uploading images to your profile or for sharing in community features

This information is used solely to provide features of our service. You can enable or disable this access at any time through your device settings.

4.5 Information from Third Parties

We may receive information about you from:

• Social media platforms when you connect your accounts
• Other members who refer you to our organization
• Professional networking platforms
• Event partners and sponsors

5. How We Use Your Information

We use the information we collect for the following purposes:

5.1 Service Provision & Management

• To create, maintain, and manage your account
• To provide access to our services and features
• To process membership applications and renewals
• To facilitate networking among members
• To organize and manage events, workshops, and seminars
• To maintain member directories and professional profiles

5.2 Communication

• To send important notices about your account and membership status
• To provide updates about organizational activities and events
• To send newsletters and professional development information
• To respond to your inquiries and support requests
• To send push notifications about relevant updates (with your consent)
• To facilitate communication between members

5.3 Service Improvement

• To analyze usage patterns and improve our services
• To identify technical issues and enhance platform performance
• To develop new features based on member needs
• To conduct surveys and gather feedback
• To personalize your experience on our platform

5.4 Safety & Security

• To verify member identities and prevent fraud
• To detect and prevent unauthorized access or misuse
• To enforce our terms of service and policies
• To protect the rights and safety of our members and organization

5.5 Legal & Compliance

• To comply with applicable laws and regulations
• To respond to legal requests and governmental authorities
• To establish, exercise, or defend legal claims
• To fulfill contractual obligations

6. Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Consent: Where you have provided explicit consent for specific processing activities, such as receiving marketing communications or sharing your profile in member directories.
• Contract Performance: Processing necessary to fulfill our membership agreement with you, including providing access to services, organizing events, and facilitating professional networking.
• Legitimate Interests: Processing necessary for our legitimate organizational interests, such as improving our services, ensuring platform security, and conducting internal analytics, provided these interests do not override your rights.
• Legal Obligation: Processing necessary to comply with applicable laws, regulations, and legal processes in the Kingdom of Saudi Arabia and other applicable jurisdictions.

Where we rely on consent, you have the right to withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing conducted prior to withdrawal.

7. Information Sharing & Disclosure

We may share your personal information in the following circumstances:

7.1 With Service Providers

We engage trusted third-party service providers to assist with:

• Cloud hosting and data storage
• Email and communication services
• Payment processing
• Analytics and performance monitoring
• Customer support tools

These providers are contractually obligated to protect your data and use it only for the purposes we specify.

7.2 With Other Members

Certain information may be visible to other KEF members:

• Your name, profile photo, and professional title in member directories
• Information you choose to share in community forums or discussions
• Your participation in events and activities

You can control the visibility of certain profile information through your account settings.

7.3 With Partners & Sponsors

With your consent, we may share information with:

• Event sponsors and partners for specific programs you participate in
• Professional development and training providers
• Affiliated engineering organizations

7.4 For Legal Reasons

We may disclose your information if required to:

• Comply with applicable laws, regulations, or legal processes
• Respond to valid requests from governmental authorities
• Protect our rights, privacy, safety, or property
• Protect the safety of our members or the public
• Investigate potential violations of our policies

7.5 Business Transfers

In the event of a merger, reorganization, or transfer of our organization's operations, your information may be transferred as part of that transaction. We will notify you of any such change and the choices you may have.

8. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy:

• Active Members: We retain your information for the duration of your membership and for a reasonable period thereafter to maintain historical records and facilitate potential re-engagement.
• Inactive Accounts: Information from inactive accounts is retained for up to 3 years, after which it may be anonymized or deleted.
• Usage Data: Generally retained for 12-24 months for analytics and service improvement purposes.
• Communication Records: Retained for up to 3 years for reference and dispute resolution.
• Legal Requirements: Some data may be retained longer to comply with legal obligations, resolve disputes, or enforce agreements.

When data is no longer needed, we securely delete or anonymize it in accordance with our data management procedures.

9. International Data Transfers

Your information may be transferred to and processed in countries other than the Kingdom of Saudi Arabia. These transfers occur when:

• Using cloud services and infrastructure hosted in other regions
• Working with international service providers
• Collaborating with KEF chapters or affiliated organizations in other countries

When transferring data internationally, we implement appropriate safeguards to ensure your information remains protected:

• Contractual clauses requiring recipients to protect data to equivalent standards
• Verification that receiving countries have adequate data protection frameworks
• Technical security measures to protect data during transfer

By using our services and providing your information, you consent to these international transfers, which are conducted in accordance with this Privacy Policy.

10. Your Rights & Choices

You have the following rights regarding your personal data:

• Access: You can request a copy of the personal data we hold about you.
• Correction: You can request correction of inaccurate or incomplete information.
• Deletion: You can request deletion of your personal data, subject to legal retention requirements.
• Restriction: You can request that we limit how we use your data in certain circumstances.
• Portability: You can request your data in a structured, commonly used format.
• Objection: You can object to certain processing activities, including direct marketing.
• Withdraw Consent: Where processing is based on consent, you can withdraw it at any time.

How to Exercise Your Rights

You can exercise these rights through:

• Your account settings within our application
• Contacting us directly at privacy@kefriyadh.org
• Submitting a written request to our organization

We will respond to your request within 30 days. In some cases, we may need to verify your identity before processing your request.

Communication Preferences

You can manage your communication preferences:

• Opt out of marketing emails using the unsubscribe link in our messages
• Disable push notifications through your device settings
• Update your preferences in your account settings

11. Data Security

We implement comprehensive security measures to protect your personal data:

• Encryption: Data is encrypted in transit using TLS/SSL protocols and at rest using industry-standard encryption.
• Access Controls: Strict access controls limit who can view or process your data to authorized personnel only.
• Secure Infrastructure: Our systems are hosted on secure, reputable cloud platforms with robust security certifications.
• Regular Audits: We conduct periodic security assessments and vulnerability testing.
• Incident Response: We have procedures in place to detect, respond to, and report data breaches.
• Employee Training: Our team receives regular training on data protection and security practices.

12. Children's Privacy

Our services are designed for professional engineers and are not intended for children. We have implemented the following measures:

• Our services are not directed to anyone under the age of 13.
• We do not knowingly collect personal information from children under 13.
• Membership is restricted to individuals of legal working age who are engaged in or studying engineering.
• If we discover that we have collected information from a child under 13, we will promptly delete it.

If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at privacy@kefriyadh.org, and we will take steps to remove that information.

For information about our broader commitment to child safety, please refer to our separate Child Safety Policy.

13. Third-Party Links & Services

Our services may contain links to third-party websites, applications, or services that are not operated by us. This includes:

• Social media platforms (LinkedIn, Twitter, Facebook)
• Professional networking sites
• Event registration platforms
• Payment processing services
• Educational and training resources

When you click on a third-party link, you will be directed to that party's site or service. We strongly encourage you to review the privacy policy of every third-party service you interact with.

We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services. Your interactions with these third parties are governed by their respective policies.

14. Policy Updates

We may update this Privacy Policy periodically to reflect:

• Changes to our data practices and services
• New legal or regulatory requirements
• Technological advancements and security improvements
• Feedback from members and stakeholders
• Industry best practices for data protection

When we make significant changes to this policy:

• We will post the updated policy on our website and within our application
• We will update the "Last updated" date at the top of this page
• For material changes, we will notify you via email or prominent notice on our platform
• We may request your renewed consent where legally required

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information. Your continued use of our services after any changes indicates your acceptance of the updated policy.

15. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Privacy Inquiries: privacy@kefriyadh.org

General Contact: info@kefriyadh.org

LinkedIn: Kerala Engineers Forum Riyadh

Organization: Kerala Engineers Forum, Riyadh Chapter
Central Region, Kingdom of Saudi Arabia

We are committed to addressing your privacy concerns promptly. You can expect a response within 30 days of receiving your inquiry.

If you are not satisfied with our response, you may have the right to lodge a complaint with relevant data protection authorities in your jurisdiction.