Privacy Policy

Privacy and Data Protection Policy

Last updated: 2 September 2026

Al-Ameen University respects the privacy of applicants, students, and users of its admission portal. This policy explains what information the portal collects, why it is used, how it is protected, and which parties may process it during admission and registration.

Information we collect

The portal may collect account information such as name, email address, a hashed password, and contact details including a phone number. An admission application may include Arabic and English names, mother's name, identity number, gender, date of birth, nationality, governorate, address, secondary-school or institute information, branch, marks, average, graduation year, and examination round.

Records may also include program choices and study modes, uploaded documents and their metadata, application status and status history, Ministry decisions entered manually by authorized staff, scholarship applications, tuition and installment information, support requests, and notification records. The portal may record IP address and browser information in system sessions and audit records for security and accountability.

How we use information

We use information to create accounts and verify email addresses, receive and review applications, assess eligibility and documents, manage program choices, record Ministry procedures and outcomes, communicate with applicants, administer scholarships and tuition installments, issue admission documents after requirements are met, provide support, protect the portal from misuse, and meet the University's legal, administrative, and audit obligations.

The portal does not make Ministry competition, ranking, or placement decisions on the Ministry's behalf. Authorized staff manually enter the Ministry outcome and retain its reference and related audit record.

Sharing and processing by other parties

We may share the minimum information necessary with the Ministry of Higher Education and Scientific Research when carrying out required admission procedures. When electronic payment is selected, the transaction information needed to process the payment may be sent to the selected provider, such as ZainCash, QiCard, or Mastercard, under that provider's security and privacy terms. The portal does not store full bank-card details.

The University may use an external automation service, n8n, to send certain email or WhatsApp notifications, or to generate admission letters, QR codes, and printable documents. Requests may include the applicant's name, application number, program, application status, and contact information needed for the service. WhatsApp and other optional automation are used only when enabled in the system configuration.

The portal may use Google reCAPTCHA v3 on login and account-registration pages only to help prevent abuse. This processing is subject to Google's privacy terms and may involve technical information being sent to Google. The portal does not currently use analytics or personalized advertising tools.

Data retention

We retain information for as long as necessary for admission, registration, educational, administrative, financial, audit, and dispute-resolution purposes, or for as long as required by law. Retention periods vary by record type. Admission, outcome, payment, and audit records may be kept after an application ends when needed to evidence procedures or meet University obligations. We review retention periods and delete or anonymize information when it is no longer needed, subject to legal restrictions.

Security

We apply appropriate technical and organizational safeguards, including role-based access control, protected sessions and change requests, encryption of certain sensitive application data, hashing of passwords and verification codes, storage of application documents in a non-public area, and audit logging of important administrative actions. No method of transmission or storage is completely secure, so users must keep their login details confidential.

Your privacy requests and rights

You may request access to your information, correction of inaccurate information, an explanation of how it is used, objection to or restriction of processing, or deletion where permitted by law. We may need to verify your identity, and may refuse or limit a request where it conflicts with a legal obligation, admission recordkeeping requirement, or another person's rights. After submission, correction of certain application data may require review by the Admissions Administration.

To submit a privacy request or ask a question about this policy, contact the Admissions Administration at admission@alameen.edu.iq, including the type of request and your application number if available. We will review and respond according to applicable legal and administrative requirements.

Policy updates

We may update this policy when the portal, its services, or legal requirements change. The updated version will be published on this page with its revision date.