Privacy Policy — Al Qada Claims Recovery Services

1. Introduction

This Privacy Policy explains how Al Qada Claims Recovery Services ("Al Qada", "we", "our", or "us"), based in Business Bay, Dubai, UAE, collects, uses, stores, and protects personal data processed through this internal CRM system. This system is intended for use by authorised staff only.

2. Scope

This policy applies to all employees, agents, and authorised users of the Al Qada CRM platform. It covers data entered into the system in relation to clients, debtors, cases, leads, and any associated communications or documents.

3. Data We Collect

Through the operation of this CRM, we may process the following types of data:

Client information: company names, contact details, agreements, invoices, and payment records.
Debtor information: company names, trade licence details, financial documents, and correspondence.
Staff data: names, email addresses, login credentials, assigned roles, and activity logs.
Case data: case numbers, case types, recovery amounts, legal notices, follow-up notes, and checklist items.
Communication data: call logs, emails sent via the system, and task messages.

4. How We Use the Data

Data collected within the CRM is used solely for the following purposes:

Managing and progressing debt recovery cases on behalf of clients.
Generating legal agreements, invoices, quotations, and financial statements.
Tracking leads and managing the sales pipeline.
Assigning and monitoring tasks among staff and collection agents.
Maintaining an audit trail of actions performed within the system.
System administration and user access management.

5. Data Access & Roles

Access to data within the system is role-based and restricted as follows:

Admin: Full access to all modules, settings, and reports.
Staff: Access to leads, tasks, cases, and invoices relevant to their work. No access to system settings.
Collection Agent: Scoped access limited to cases specifically assigned to them.

All users are required to keep their login credentials confidential and must not share access with unauthorised individuals.

6. Data Retention

Personal and case data is retained for as long as necessary to fulfil the purposes outlined in this policy, comply with applicable UAE legal and regulatory requirements, and support any ongoing or potential legal proceedings. Data no longer required will be securely deleted or anonymised upon written request from the appropriate authority.

7. Data Security

We take reasonable technical and organisational measures to protect data from unauthorised access, disclosure, alteration, or destruction. These include:

Role-based access controls enforced at the application level.
HTTPS encryption for all data in transit.
Session-based authentication with automatic timeout.
Server-level access restrictions via Apache configuration.

Users are encouraged to report any suspected security incidents or data breaches to the system administrator immediately.

8. Third-Party Services

The CRM may use the following third-party components in its operation:

PHPMailer: used for sending email notifications via configured SMTP servers.
Google Fonts: loaded from Google's CDN for UI styling purposes.

We do not sell, rent, or share personal data with third parties for marketing purposes.

9. Staff Responsibilities

All authorised users of this system are expected to:

Only access data relevant to their role and assigned tasks.
Handle all client, debtor, and case data with strict confidentiality.
Not export, copy, or distribute data outside the system without prior written authorisation.
Log out of the system when not in use, especially on shared devices.
Promptly report any lost access credentials or suspected unauthorised access.

10. Your Rights

Individuals whose personal data is processed through this system may have rights under applicable data protection law, including the UAE Federal Decree-Law No. 45 of 2021 on Personal Data Protection. These may include the right to access, correct, or request deletion of their data. Requests should be directed in writing to the Data Controller below.

11. Updates to This Policy

This Privacy Policy may be updated from time to time to reflect changes in our practices or applicable legal requirements. The most current version will always be accessible at this page. Continued use of the system constitutes acceptance of any updated terms.

12. Contact

For questions, concerns, or data-related requests, please contact the system administrator or reach out to Al Qada Claims Recovery Services at:

Company: Al Qada Claims Recovery Services
Location: Business Centre, Publishing City Free Zone, Sharjah, UAE