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Collection and storage of information
When interacting with King Khalid University's electronic portal—such as applying for admission as a student or trainee, applying for a job, scheduling an appointment with an official, requesting information, or registering for an event—you may be required to provide personal information. Depending on the nature of your request, this may include your name, address, email, phone number, bank account and credit card details, contact information, billing details, and any other information that may personally identify you.
King Khalid University ensures the protection of personal information using state-of-the-art cybersecurity systems, and all data is securely encrypted.
Additionally, King Khalid University may collect demographic information such as your country of residence, age, educational background, gender, and other similar data. In some cases, the university may combine demographic information with personally identifiable data.
The university may also collect specific information regarding your use of its website, including the sections visited and services accessed. Furthermore, King Khalid University may gather details about your computer and software, such as your IP address, browser type, domain names, access times, and referring website addresses. However, this data is collected without directly identifying you.
To enhance user experience and ensure efficient management of information, King Khalid University retains the data collected from your interactions with its platform.
If you follow a link that directs you to King Khalid University portal, the university will:
If you use a service or direct link to King Khalid University's digital services—or any electronic medium redirecting you to the university’s services—and provide personal data such as (but not limited to) your name, ID number, address, contact details, bank account and credit card numbers, or static and dynamic images, you fully consent to the storage and processing of this data. You also assume responsibility for the accuracy and validity of the information submitted via the portal.
By using these services, you agree to all operations conducted on your personal data, whether manually or automatically. These operations are not limited to—data collection, transmission, storage, retention, sharing, destruction, analysis, pattern extraction, inference, disclosure, and correlation with other data sources. Any information that pertains to you, regardless of its source or format, that can identify you directly or indirectly when combined with other data—such as (but not limited to) your name, ID number, address, contact details, and images—will be subject to these terms.
Sharing and Disclosure of InformationKing Khalid University does not disclose your personal, demographic, or usage information (such as the sections you visit or the services you access) to third parties.
However, the university reserves the right to share this information with companies and individuals it collaborates with under specific agreements and terms to fulfill its functions. This includes, but is not limited to, website hosting, data analysis, recruitment support, and collaboration in education and research. These entities and individuals may access your personal information as necessary to perform their tasks, in accordance with the regulations and agreements in effect in Saudi Arabia.
King Khalid University may also disclose such information if legally required to do so, if requested by a government entity, or if it believes in good faith that such action is necessary to:
Additionally, the university may share anonymized and aggregated visitor data (such as general visitor demographics) with its partners and other relevant parties to help them understand visitor trends and usage patterns on the university’s website.
If the university contracts an external party to provide certain information or services requested by users, it reserves the right to share your information with that party. Likewise, the contracted entity may collect information on behalf of the university. King Khalid University ensures that it works only with trusted service providers who commit to implementing appropriate security measures to maintain a reasonable level of data protection. These external parties will have access to personal information solely for the purpose of fulfilling their contracted services.
Updating InformationIf King Khalid University staff members register or create a profile on the university’s online portal, they can correct or update their information at any time.
SecurityKing Khalid University follows appropriate technical, physical, and institutional procedures to protect personal information against unauthorized access, unlawful processing, accidental loss or damage, and destruction. However, the university cannot guarantee that unauthorized third parties will not be able to breach these measures or misuse your personal information for inappropriate purposes.
Changes to Privacy PolicyKing Khalid University reserves the right to modify this privacy policy from time to time. These changes will become effective immediately upon being posted on the university’s online portal. Therefore, please review the privacy policy periodically to stay updated on any changes or amendments. Your continued use of this portal after the publication of any modifications signifies your acceptance of those changes.
Contact InformationWe welcome your feedback regarding our privacy policy. If you have any questions at any time, please feel free to contact us via email at cyber_sec@kku.edu.sa.
Personal Data Owner or Legal Guardian of the Data OwnerThe university allows personal data owners to exercise their rights as outlined in the Personal Data Protection Law, as follows:
Right to be Informed: This includes informing the data owner of the legal or practical basis for collecting their personal data, the purpose of collection, and that the data will not be processed in a way that contradicts the purpose for which it was collected or in situations not stipulated in the Personal Data Protection Law.
Right of Access: The data owner has the right to access their personal data available at the university, to view it, request corrections, completion, or updates, and obtain a clear copy of it through the university’s services and systems by submitting a request via official communication channels.
Right to Correct: The data owner has the right to request the correction, completion, or updating of their personal data available at the university if there are errors or deficiencies in the data. The data owner can submit a request for correction or completion through a dedicated request form available on the university's online portal or via official communication channels.
Right to Erasure: The data owner can request the deletion of their personal data available at the university when it is no longer needed, in accordance with the provisions of the Personal Data Protection Law, provided that the data is not required for legal or regulatory obligations. The request must be submitted through the form below or through official communication channels.
Right to Object: The data owner can object to the processing of their data in cases where there is no legal basis for the processing. This can be done by submitting an objection request through official communication channels.
Processing Requests: All requests will be processed within a maximum period of 30 business days from the date the request is received. The data owner will be notified of the outcome of the request, whether it is approved or rejected, along with the reasons for rejection (if applicable).
Official Contact Channels:
Email: DMO@KKU.EDU.SA
Phone: (0172403663)
Electronic Request Form: Link
Personal Data ProtectionStorage Method:
Personal data is stored on secured university servers using database management systems that provide advanced data protection.
Data is stored in the university's data centers equipped with the latest cybersecurity technologies.
The university relies on data encryption during transmission and storage to protect it from intrusion or unauthorized access.
Automatic backup systems are applied to ensure no data loss in emergencies.
Destruction Method:
Digital data is destroyed through permanent deletion using digital shredding techniques, which prevent its recovery by any means.
Data is automatically deleted from all backups after a specific period in accordance with the data storage policy.
Paper documents containing personal data are disposed of through shredders to ensure they cannot be retrieved or used unlawfully.
When data is no longer needed, the owner is notified and informed of the destruction process if legally required.
Processing Method:
Storage and Analysis: Stored data is used for administrative, academic, and analytical purposes, such as managing academic accounts for students and staff.
Updating and Modification: Data is regularly updated to ensure its accuracy and correctness according to university needs.
Internal Sharing: Data can only be shared with relevant internal departments in accordance with the university's security policy.
Artificial Intelligence Usage: Data may be analyzed using AI systems for the purpose of improving academic and administrative services.
Access Controls: Access to data is restricted so that only authorized personnel can view or process it.
Legal Justifications for Personal Data Collection:
The Personal Data Protection System in Saudi Arabia, in addition to Ministry of Education regulations governing student and employee data management.
Execution of contracts between the university and students or employees.
Fulfilling legal obligations related to regulating the academic and administrative process.
Ensuring the quality of educational and administrative services provided by the university.
Requirements of regulatory bodies such as the Ministry of Education and the Saudi Data & AI Authority (SDAIA).
When is Personal Data Collection Mandatory and When is it Optional?
Some data is mandatory:
Data required for university registration (e.g., name, university ID, email, academic information).
Data related to employees for human resources and payroll purposes.
Some data is optional:
Additional data provided by entities or individuals to improve services (e.g., surveys and personal preferences).
If data collection is mandatory, why?
To ensure the efficient management of educational and administrative services.
To comply with local regulations and laws governing the management of educational and professional data.
If it is optional, are there other alternatives? In some cases, individuals may be able to use other alternatives for submitting their data, such as manual processing instead of the electronic system if they refuse to submit their data digitally.
Potential Impacts and Risks of Not Completing Personal Data Collection:
For students:
Inability to register at the university or apply for academic programs.
Inability to access student-specific electronic services.
For employees:
Inability to be employed or update employment records.
Delays in salary disbursement or obtaining certain employment benefits.
For public services:
Users may be prevented from benefiting from some services if the necessary data is not provided.
Some services require specific information, and if an individual does not provide their data, they may not be able to benefit from them.
Students or employees may face problems related to admission, registration, obtaining stipends, promotions, or other services related to university administration.
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