How we collect, use, and protect your data

01Scope of the Policy and the Responsible Entity

QITAF Educational Company, as the organiser of Aqwam Qeela and the controller of personal data, respects your privacy. This policy explains how your personal data is collected, used, shared, retained, and protected when you use the aqwamqeela.qa website or register for the event and its tracks, in accordance with Law No. (13) of 2016 on the Protection of Personal Data Privacy in the State of Qatar and any other applicable requirements in force.

02Data We May Collect

We are committed to collecting the minimum data necessary, according to the type of registration or participation. This may include:

• Identification and contact data: full name, email address, phone number, and country or city.
• Registration data: age range, nationality, occupation or job title, organisation, attendance type, and the selected programs or tracks.
• Data requested only where necessary: Qatari ID or passport number for specific purposes such as identity verification, visas, or accreditation; and a photograph where an identification badge or professional accreditation is required.
• Schools and groups data: the details of the representative of the body, the number of participants, the data needed to manage the visit, and the consent of the guardian or legal representative where required.
• Special track data: the professional or institutional information required for volunteering, participation in Takween City, media accreditation, sponsorship and partnership, or competitions and programs.
• Technical and operational data: IP address, device and browser type, sign-in records and one-time codes, registration and attendance logs, cookies, and security and performance data.
• Correspondence: the content of the enquiries, requests, and comments you send us.

03How We Collect Data

We collect data directly from you when you create a registration or write to us, or from a school or body representative registering a group under valid authority. Some technical data is also collected automatically when you use the website.

04Purposes of Processing

• Managing registration, verifying eligibility, and issuing the entry card and QR code.
• Sending confirmation messages, and operational updates related to the event.
• Managing the requests of schools, participants, volunteers, media representatives, sponsors, programs, and competitions.
• Allocating seats or booths and managing entry and attendance, where these services apply.
• Operating and protecting the website, preventing misuse, handling faults, and measuring general performance and usage.
• Meeting legal and regulatory obligations, and responding to the competent authorities where there is a legal basis.

05Basis of Processing and Mandatory Data

We process your data based on your consent where it is required, or on your request to register or participate, or to fulfil legitimate legal and operational obligations permitted by law. Mandatory fields are clearly marked; registration or the provision of a service may not be completed if the data required for it is not provided.

06Minors’ Data

If a registration relates to a minor, it must be submitted by the guardian, the legal representative, or an authorised educational body, and the necessary consents must be obtained before the data is provided to us. A minor’s data may not be submitted unless you are legally authorised to do so.

07Photography and Media Recording

The event may be photographed or recorded for documentation and media coverage purposes. Clear notice of this is given at the event venue, through announcements and signage at the entrances and inside the halls. Where identifiable individual images or interviews are used for promotional purposes, the necessary arrangements for that are completed at the venue, in direct coordination with the person concerned. For a minor, the consent of the guardian or legal representative applies.

08Data Sharing and Service Providers

We do not sell or rent your personal data. We may share the necessary extent of it with authorised staff at QITAF, and with providers of hosting, email, registration, analytics, security, access, and event-operation services, under arrangements that oblige them to maintain confidentiality and protection and to use the data only for the specified purpose. We may disclose it to a competent authority where the law requires. We do not share your data with sponsors for their marketing purposes except with your separate consent.

09Processing or Transfer Outside the State of Qatar

The use of some service providers may require data to be processed or stored outside the State of Qatar. In that case we take the required contractual and organisational measures, and comply with any approvals or controls imposed by law before the transfer.

10QR Code and Account

The QR code or registration number is used to retrieve and verify your attendance record through authorised systems. The one-time sign-in code and the entry card must be kept confidential and must not be shared with others.

11Cookies

The website uses cookies necessary for its operation, its security, and sign-in. Analytics cookies and any non-essential cookies are activated only in line with the consent options available in the cookie banner. You may reject non-essential cookies or manage your preferences at any time.

12Data Security

We apply technical and organisational measures appropriate to the nature of the data and the risks, including securing communications, controlling permissions.

Nevertheless, absolute security cannot be guaranteed for any electronic system.

13Data Retention

We retain data for the period necessary to manage registration and the event and to fulfil the purposes set out in this policy and the legal obligations, according to an approved retention schedule that takes into account the type of data and the purpose of its collection. After that period, data is securely deleted or anonymised, unless it must be retained for longer under the law or to pursue a legal claim.

14Your Rights

You may exercise any of the following rights by submitting your request via email to support@aqwamqeela.qa:

• To request to know and access the data we process about you, within the limits permitted by law.
• To request the correction, completion, or updating of inaccurate data.
• To request the erasure of data or the cessation of its processing where the legal conditions are met.
• To withdraw consent for processing that is based on consent, without affecting the lawfulness of processing carried out before the withdrawal.

We may request information to verify your identity before acting on a request, and these requests are served manually by the authorised QITAF team following that verification. If a complaint cannot be resolved with us, you may refer to the competent authority for personal data protection in the State of Qatar.

15External Links

The website may include links to external sites or services not operated by QITAF. Those sites are subject to their own privacy policies, and we recommend reviewing them before providing any data.

16Policy Updates

We may update this policy when the website’s functions, the processing requirements, or the relevant regulations change. The updated version is published on this page together with the last-updated date.

17Privacy Contact

For enquiries or requests relating to your data rights, contact QITAF Educational Company at support@aqwamqeela.qa, writing "Privacy" in the subject line, or by phone on 33696794 / 50037775.

18Data Collected by Registration Type

Data is collected according to the registration type or track you choose, as follows:

• Common data for all registration types: full name, email address, phone number, gender, country or city, occupation or job title, how you heard about the event, and the required consents.
• Data requested only where needed: nationality, Qatari ID or passport number, and a personal photograph.
• General public (guest): the common data, plus attendance type. No invite code is required and no seat is selected.
• VVIP and VIP guests: the common data, the invite code together with its linked email address, and seat selection.
• Sponsors: the common data, the invite code with its linked email address, the sponsorship amount (recorded as data only, with no payment), booth selection, and seat selection.
• Exhibitors and partners: the common data, the invite code with its linked email address, a description of services or catalogue, booth selection, and seat selection.
• Schools and educational institutions: the common data, the invite code with its linked email address, the school or institution name, the responsible contact person, the number of participants, and the representative’s declaration of authority.
• Tahbeer Competition: the common data, the invite code with its linked email address, and the track (memorisation or recitation).
• Takween City: the common data, the invite code with its linked email address, and a description of what the experience offers.
• Media accreditation: the common data, the invite code with its linked email address, the media organisation, the role, and the coverage details.
• Volunteers: the common data, the invite code with its linked email address, and availability (full time or part time).
• Teacher empowerment programs: the common data, and the invite code with its linked email address.
• Minors: where a minor is registered, the data of the guardian is collected in addition to the above, in a separate and clear step.

19Emails and the One-Time Sign-in Code (OTP)

The website uses passwordless sign-in. When you request to sign in, a one-time code (OTP) is sent to your email address; it is valid for a limited period and can be used only once. Your email address is also used to send the system messages relating to your registration, including: the invite code; the registration confirmation with your entry card and QR code; the attendance-confirmation message sent about ten days before the event with the confirm or cancel links; the messages confirming, withdrawing, or cancelling your registration; and notifications of any change to your registration, seat, or booth. These messages are sent from event@aqwamqeela.qa, and a copy is retained by the organiser for operational and follow-up purposes.

20Storage and Use of Your Data Within the System

All the data you provide during registration or through the website’s forms is saved and persisted in the system database. It is used to manage your registration, issue your entry card and QR code, manage entry and attendance, allocate seats and booths where applicable, and communicate with you about the event. Operational records linked to your account are also stored — such as sign-in records, one-time codes, the registration and attendance log, and any changes made to your data. This data is accessible to authorised staff at the organiser according to their permissions, and is processed in line with the purposes and retention periods set out in this policy. QITAF Educational Company remains the controller of this data and the party responsible for it.