Privacy and Data Protection (FMG-ADM-POL-002)

1. Purpose

The purpose of this policy is to establish the principles, requirements, and controls governing the collection, processing, storage, retention, disclosure, and protection of personal information obtained through the FSGene Medical Molecular Genetics Laboratory Website. This policy aims to ensure compliance with applicable data protection and privacy laws while safeguarding the confidentiality, integrity, and security of Users’ information.

2. Scope

This policy applies to:

2.1 All Users accessing or using the FSGene Website.

2.2 All personal data collected through the Website and associated services.

2.3 All employees, contractors, third-party service providers, and authorized personnel handling personal information on behalf of FSGene.

2.4 All systems, databases, applications, and technologies used to collect, process, store, or transmit User information.

This policy covers information collection, use, retention, sharing, cookies, security, third-party websites, and User privacy rights.

3. Responsibility

3.1 FSGene Responsibilities

FSGene shall:

3.1.1 Collect and process personal data lawfully and transparently.

3.1.2 Implement appropriate technical and organizational security measures.

3.1.3 Protect User information against unauthorized access, disclosure, alteration, or destruction.

3.1.4 Retain information only as necessary for legal, operational, and business purposes.

3.1.5 Ensure third parties handling User data comply with applicable privacy obligations.

3.1.6 Update the Privacy Policy when required.

3.2 User Responsibilities

Users shall:

3.2.1 Provide accurate and up-to-date information.

3.2.2 Review the Privacy Policy periodically.

3.2.3 Maintain the confidentiality and security of their devices and internet access.

3.2.4 Understand and accept the use of cookies and tracking technologies while using the Website.

3.2.5 Refrain from providing false or misleading information.

4. Definition of Terms and Acronyms

4.1 Technical Terms

4.1.1 Applicable Laws – All laws, regulations, rules, and legal requirements applicable to the operation and use of the Website, including electronic transactions, cybersecurity, privacy, and intellectual property laws in the Kingdom of Saudi Arabia (KSA), UAE, and other relevant jurisdictions.

4.1.2 Content – Any information, text, images, graphics, videos, audio, software, code, documents, data, links, or other materials available on, uploaded to, or transmitted through the Website.

4.1.3 External Sites – Third-party websites, applications, or online platforms linked to or accessible through the Website

4.1.4 Intellectual Property – Legally protected creations of the mind including copyrights, trademarks, patents, logos, trade names, software, designs, trade secrets, and proprietary information owned or licensed by FSGene.

4.1.5 Minor – Any individual under the age of eighteen (18) years.

4.1.6 Terms – The rules, obligations, rights, and legal agreements governing access to and use of the Website.

4.1.7 Third Party – Any individual, organization, vendor, partner, service provider, or entity other than FSGene and the User.

4.1.8 Use – Any action involving access to, browsing, interaction with, downloading, uploading, copying, sharing, transmitting, or otherwise engaging with the Website or its Content.

4.1.9 User – Any person who accesses, browses, interacts with, or uses the Website.

4.1.10 User Content – Any information, comments, documents, messages, files, images, or other materials submitted, uploaded, transmitted, or shared by a User through the Website.

4.1.11 Virus/ Malware – Any malicious software designed to disrupt, damage, gain unauthorized access to, or interfere with computer systems, networks, devices, or data.

4.1.12 Website – The official FSGene online platform, including all webpages, systems, applications, services, and related digital content operated by FSGene.

4.1.13 Administrator – Authorized personnel responsible for managing, maintaining, monitoring, and securing the Website and its systems.

4.1.14 Cybersecurity Incident – Any event that compromises the confidentiality, integrity, or availability of the Website, systems, data, or network infrastructure.

4.1.15 Data Breach – Unauthorized access, disclosure, alteration, loss, theft, or destruction of personal or confidential information.

4.1.16 Electronic Communication – Any communication transmitted electronically, including emails, forms, notifications, alerts, or messages exchanged through the Website.

4.1.17 License – Permission granted by FSGene to Users to access and use the Website or Content under specified terms and conditions.

4.1.18 Unauthorized Access – Access to the Website, systems, data, or Content without permission or beyond authorized rights.

4.1.19 Cookies – Small text files stored on a User’s device by the Website to improve functionality, user experience, analytics, or security.

4.2 Acronyms

4.2.1 FSGENE – FSGene Medical Molecular Genetics Laboratory.

4.2.2 KSA – Kingdom of Saudi Arabia

4.2.3 UAE – United Arab Emirates

4.2.4 HTTP – Hypertext Transfer Protocol used for web communications.

4.2.5 HTTPS – Hypertext Transfer Protocol Secure used for encrypted web communications.

4.2.6 ICT – Information and Communications Technology.

4.2.7 TRA – Telecommunications and Digital Government Regulatory Authority.

4.2.8 PII – Personally Identifiable Information.

5. Supplies / Materials / Equipment

The following resources are required for implementation of this policy:

  • Secure web hosting infrastructure
  • Website servers and databases
  • Firewalls and antivirus software
  • Encryption technologies
  • Access control systems
  • Backup and disaster recovery systems
  • Secure internet connectivity
  • Analytics and cookie management tools
  • Data retention and monitoring systems

6. Related Documents

6.1 FMG-ADM-POL-001 Website Terms and Conditions Policy

6.2 FMG-ADM-POL003 Service Payment and Refund Policy

6.3 FMG-ADM-POL-004 Service Return and Cancellation Policy

7. Procedure

7.1 Information Collection

  • FSGene may collect personal information provided voluntarily by Users including names, contact details, and communications.
  • Technical and usage information may be collected automatically during Website access.
  • Information may also be obtained from third-party service providers and partners.

7.2 Use of Information

Collected information may be used to:

  • Provide and improve Website services.
  • Respond to User inquiries and requests.
  • Process registrations and communications.
  • Conduct analytics and performance monitoring.
  • Comply with legal and regulatory obligations.
  • Detect fraud, unauthorized activities, or security incidents.
  • Support business operations and marketing activities.

7.3 Data Retention

  • Personal information may be retained for operational, legal, analytical, backup, and business continuity purposes.
  • Users may request deletion or correction of their information where permitted by applicable laws.
  • Data retention periods shall comply with legal and operational requirements.

7.4 Data Sharing and Disclosure

  • Personal information may be shared with authorized service providers, affiliates, or legal authorities where necessary.
  • FSGene may disclose information to comply with legal obligations, investigations, or lawful requests.
  • Non-identifiable aggregated information may be shared for analytics and reporting purposes.

7.5 Cookies and Tracking Technologies

  • The Website may use cookies and similar technologies to enhance User experience and Website functionality.
  • Users may disable cookies through browser settings; however, certain Website features may become unavailable.
  • Third-party analytics tools, including Google Analytics, may collect Website usage information.

7.6 Security Measures

  • FSGene shall implement reasonable technical and administrative safeguards to protect User information.
  • Security controls may include encryption, firewalls, antivirus protection, monitoring systems, and access restrictions.
  • Despite security efforts, FSGene cannot guarantee absolute protection against cyber threats beyond reasonable control.

7.7 Third-Party Websites

  • The Website may contain links to third-party websites.
  • FSGene is not responsible for the privacy practices or content of third-party websites.
  • Users access third-party websites at their own risk and subject to their respective policies.

7.8 Policy Updates

  • FSGene reserves the right to amend or update this Privacy Policy at any time.
  • Updated versions become effective upon publication on the Website unless otherwise required by law.
  • Continued Website use constitutes acceptance of the updated Privacy Policy.

7.9 User Acceptance

  • By accessing or using the Website, Users acknowledge and accept this Privacy Policy.
  • Users who do not agree with this policy must discontinue use of the Website.

8. Forms / Records

N/A

9. References

  • Kingdom of Saudi Arabia Data Protection Regulations
  • UAE ICT and TRA Regulations
  • Applicable Cybersecurity and Electronic Transactions Laws
  • International Data Protection Best Practices
  • FSGene Terms and Conditions

10. Appendices

N/A