AHO IFMS

Effective Date: August 9, 2025

General Inform

General Information

1. Introduction

Al Hajry Overseas (“we,” “us,” or “our”), a company incorporated under the laws of Saudi Arabia, is committed to protecting the privacy of users of AHO IFMS (Integrated Facility Management System). AHO IFMS is an internal system used exclusively within Al Hajry Overseas for managing facilities, assets, preventive and corrective maintenance, inspections, store management, user and role management, and reporting.

This Privacy Notice explains how we collect, use, store, and protect personal information when employees and authorized personnel use AHO IFMS. By accessing or using the system, you acknowledge and agree to the practices described in this notice.

2. Scope of This Privacy Notice

This Privacy Notice applies to all personal data processed within the AHO IFMS web application and mobile apps (Android and iOS). Since the system is used only internally by Al Hajry Overseas in Saudi Arabia, the data collected is limited to authorized AHO employees and related staff.

This notice is designed to comply with the applicable privacy and data protection requirements in Saudi Arabia, including the Saudi Personal Data Protection Law (PDPL). It does not apply to any third-party services, as AHO IFMS does not share or integrate with external commercial platforms.

Data Collection and Use

3. Information We Collect

We collect the following categories of information strictly to support internal facility management operations:

Personal Information

  • Account Information: Name, employee ID, department, job title, contact details (email, phone) provided by the HR or system admin during account setup.
  • Biometric Data: If biometric login (fingerprint or facial recognition) is used on mobile devices, this is processed only on the device and never stored on AHO IFMS servers.
  • User-Generated Content: Data entered by employees such as facility records, maintenance requests, inspection checklists, asset information, images of equipment, and related notes.

Usage Data

  • Device Information: IP address, device type, operating system, and app version to ensure security and performance.
  • Geolocation Data: Location may be collected (with user consent) for field activities such as confirming task completion or locating assets during inspections.
  • Interaction Data: Logs of pages accessed, features used, and timestamps to track system usage and improve efficiency.

Automatically Collected Data

  • System Logs: Audit logs for security, compliance, and accountability.
  • Cookies/LocalStorage: Used only for secure login sessions and system functionality; no third-party trackers or analytics are used.

4. How We Collect Information

We collect information through the following methods:

  • Directly from You: When you log in, submit facility or maintenance data, complete checklists, upload images, or interact with the system.
  • Automatically: Through your interactions with the web or mobile apps, including system logs, session data, and device details necessary for secure access and performance.
  • From IoT Devices: When AHO integrates approved IoT sensors with AHO IFMS for internal monitoring and maintenance tracking.
  • From Internal Administration: Account details and permissions may be provided or managed by AHO’s designated system administrators.

5. How We Use Your Information

We use your information strictly for internal operational purposes within Al Hajry Overseas:

  • System Delivery: To provide, operate, and maintain AHO IFMS, including managing locations, assets, maintenance requests, inspections, stores, and user roles.
  • Monitoring and Reporting: To enable real-time monitoring of facilities and generate automated reports, such as maintenance schedules, inspections, or performance KPIs.
  • Predictive Maintenance: To analyze available data, including IoT sensor inputs, for insights into equipment performance and preventive actions.
  • Account Management: To authenticate users, assign permissions, and manage employee accounts created by system administrators.
  • Communication: To send internal notifications (e.g., maintenance alerts, task updates) via email, SMS, or in-app messages.
  • Improvement and Development: To analyze internal usage patterns, enhance usability, and develop new features as needed by AHO.
  • Security and Compliance: To maintain system security, detect and prevent unauthorized access, and comply with Saudi regulatory requirements.
  • Personalization: To tailor dashboards, reports, and task views based on user roles, departments, or assigned facilities.

6. How We Share Your Information

We do not share your personal information with external clients or unrelated third parties. Information within AHO IFMS is used strictly for internal purposes and may be shared only in the following circumstances:

  • Internal Use: Data may be shared across departments within Al Hajry Overseas to support facility management operations, reporting, and decision-making.
  • Legal Obligations: Information may be disclosed if required under Saudi laws or regulations, or to comply with lawful requests by public authorities.
  • Security and Safety: Data may be shared internally if necessary to investigate or prevent security incidents, fraud, or unauthorized access.
  • With Your Consent: In specific cases, information may be shared with authorized contractors or partners working directly with AHO, but only when necessary for operational purposes and with appropriate safeguards.

7. Data Retention

We retain personal information only for as long as necessary to support Al Hajry Overseas’ internal facility management operations. Specific retention details include:

  • Account and User Data: Retained while an employee or authorized staff member has an active role within AHO and requires access to AHO IFMS.
  • Archived Data: When an employee leaves the organization or no longer requires access, related records may be archived for operational, auditing, or compliance purposes. Archived data is stored securely and anonymized where possible.
  • Deletion Requests: Data deletion may be requested through AHO’s designated system administrators. Deletion will be carried out in line with Saudi legal and regulatory requirements.
  • System Logs: Security and audit logs may be retained for a longer period to ensure compliance, accountability, and system integrity.

8. International Data Transfers

AHO IFMS is used exclusively within Al Hajry Overseas in Saudi Arabia. All data is stored and processed on servers located in Saudi Arabia or within secure hosting environments designated by AHO.

We do not transfer personal data internationally, nor do we rely on foreign cloud hosting providers for this system. Data remains under the control and governance of Al Hajry Overseas and is protected in accordance with Saudi regulations.

9. Your Privacy Rights

As an employee or authorized user of Al Hajry Overseas, you may have the following rights regarding your personal information:

  • Access: Request a copy of the personal data stored about you in AHO IFMS.
  • Rectification: Request correction of inaccurate or incomplete information.
  • Deletion: Request deletion of your data, subject to operational, auditing, or legal retention requirements.
  • Restriction: Request limitations on how your data is processed in specific cases (e.g., geolocation).
  • Withdraw Consent: Withdraw consent for optional features, such as geolocation or biometric login, without affecting previous lawful processing.

To exercise these rights, please contact AHO’s designated system administrators. Requests will be reviewed and handled in line with Saudi Personal Data Protection Law (PDPL) requirements.

10. Cookies and Tracking Technologies

AHO IFMS uses limited tracking technologies only for system functionality:

  • Essential Cookies: Used for authentication, secure sessions, and basic system operation.
  • LocalStorage: Stores temporary user preferences and login sessions.
  • Mobile Notifications: Push notifications may be sent for operational alerts such as maintenance reminders or task updates.

👉 No third-party analytics or advertising cookies are used.

11. Third-Party Services

AHO IFMS is an in-house system and does not rely on third-party service providers for hosting, storage, analytics, or payments. All data is managed and stored within Al Hajry Overseas’ internal infrastructure or secure local hosting environments under AHO’s direct control.

12. Data Security

We implement robust measures to protect personal and operational data:

  • Encryption: All data is encrypted during transmission and stored securely.
  • Access Controls: Role-based access ensures only authorized AHO staff can view or manage relevant data.
  • Audit Logs: System logs are maintained to track access, ensure accountability, and detect suspicious activity.
  • Security Reviews: Periodic reviews and updates are carried out to strengthen system security.

Despite these precautions, no system is completely immune from risks. Any incidents will be handled promptly in line with Saudi legal requirements.

13. Children’s Privacy

AHO IFMS is an internal business system for professional use only. It is not intended for, and does not knowingly collect data from, individuals under 18 years of age.

14. Changes to This Privacy Notice

We may update this Privacy Notice to reflect changes in internal practices, system features, or legal obligations. Employees will be notified of any significant updates through internal communication channels (e.g., email or HR announcements). The latest version will always be available inside the AHO IFMS system.

15. Contact Us

For questions, concerns, or requests related to personal information or this Privacy Notice, please contact:

Al Hajry Overseas (AHO)
📧 Email: support@aho-ifms.com
📍 Address: Najd Street, Altubaishi, P.O. BOX 2593, Dammam 31461, Saudi Arabia

All inquiries will be reviewed and responded to in accordance with Saudi regulations.