Service portal privacy notice

1. Who is responsible

Allied Arab Trading Co. L.L.C. (“Allied”, “we”, “us”) operates this portal and determines why and how the personal information in its service records is used. This role is commonly called the data controller.

Our contact address is 1107, Al Shafar Tower-1, Jebel Ali Race Course Road, TECOM, Dubai, United Arab Emirates, P.O. Box 34308. For privacy enquiries, contact service@allieduae.com or +971 (4) 550 3050.

Personal information

Information that identifies a person, or can reasonably be linked to them, such as a name, email address, phone number or associated service history.

Processing

Handling information, including collecting, storing, viewing, using, sharing, correcting or deleting it.

Data subject

The person the information relates to, including a requester or named site contact.

Processor

A provider handling personal information on Allied’s instructions, for example a hosting provider. Some external services also process information for their own purposes under their own notices.

2. Information we collect

• Contact and customer details: your name, email, mobile number, customer group, and relevant company, role or site-contact details.
• Service information: order and request references, equipment details, faults, safety conditions, requested work, corrections, readiness answers, photos and documents.
• Visit planning: site address and coordinates, access directions, preferred dates and hours, entry requirements, protective equipment and induction arrangements.
• Request records: communications, status changes, review decisions, declarations and their versions, verification events and submission timestamps.
• Technical information: session identifiers, form start/end times and completion duration, error and delivery records, and connection information such as IP address or browser details processed by the hosting and supporting services.

Information comes from you, a person submitting or responding on your behalf, and relevant Allied records or service correspondence. If you provide someone else’s details, make sure you are authorised to do so, provide only what is needed and make this notice available to them.

Required fields support verification and handling of your request. Without them, we may be unable to register, assess or progress it. Optional information can help us plan the work but should not include unrelated personal details.

3. How we use information

We use the information to verify access; identify the customer, equipment and relevant records; assess the request, safety, priority and readiness; arrange appropriate follow-up; and communicate about quotations, visits, parts, warranty review and service outcomes. Records also help us investigate errors, prevent misuse, resolve disputes and improve the form and service process.

Form rules guide the questions and identify missing information. Allied personnel review service decisions.

Applicable data-protection law governs the grounds for processing. Depending on the activity, these may include your consent, steps you request towards a contract or performance of a contract with you, compliance with legal obligations, or establishing or defending legal claims. A permission to handle a service request is not a general permission for unrelated uses.

Browsing this portal is not blanket consent to every form of processing. Registering a service request does not enrol you in marketing. Where a new use requires separate consent, it must be requested separately.

4. Sharing and international processing

Relevant information may be accessed by authorised Allied service, administrative and technical personnel; providers supporting hosting, email and system operations; and manufacturers, service partners or logistics providers where needed for the requested work. Information may also be disclosed where required by law or necessary for legal proceedings. Only information relevant to the recipient’s role should be shared.

We use service providers for hosting, communications and operational support. Relevant request details may also be recorded in Allied’s internal customer and service systems.

The portal’s core hosting is in the UAE. Supporting activities, such as email, provider support and mapping, may involve processing in other countries. Contact us for information about providers and transfer arrangements relevant to your request.

My requests shows registrations associated with your verified requester email, not every record for your company. Anyone able to access that mailbox may be able to verify it. For a request submitted by Allied on your behalf, the named customer receives request communications and the submitting staff member is recorded separately.

5. Cookies, sessions and drafts

Essential cookies and temporary security records support sign-in and verification. These controls are for access, not advertising. Sessions expire automatically; sign out when finished on a shared device.

Registration answers may be saved temporarily in this browser so you can resume a draft. Drafts exclude verification codes, access tokens, accepted declarations and uploaded file contents. Expired drafts are removed when the portal next checks them.

Use Discard draft to remove a saved registration draft. Successful registration also clears that draft. Signing out does not delete a draft, submitted request history, browser history or email copies. Other steps may retain temporary browser state while you complete them.

Your registration is sent when you submit it. Some actions send information earlier, such as requesting an email code or searching for a site address.

The current portal does not add advertising pixels or third-party behavioural analytics. Operational logs and form-completion measurements are separate from advertising tracking.

6. Maps and uploaded files

Map, address-search and supporting content providers may receive search text, selected coordinates and connection information when you use these features. External services may also handle information under their own privacy notices. Contact us if you need details of the providers used for your request.

Using your device location requires your browser’s permission when you choose that action. You can use address search or a map pin instead; the portal does not continuously track your movements. Opening a pinned-location link sends the coordinates to the external map service. Do not include names, passwords or confidential access codes in map searches.

Upload only relevant equipment, site or service material. Avoid unnecessary faces, vehicle plates or other people’s information. Do not upload identity documents, payment-card details, passwords or access codes. For site planning, state that an Emirates ID is required rather than providing an ID number or copy.

Files are subject to access and file-type/size controls. A file labelled “Not malware-scanned” has not been established as safe; these controls do not replace malware scanning.

7. Retention and security

Submitted requests, correspondence and review history are separate from short-lived sign-in state and local drafts. Retention depends on the service activity and applicable contractual, warranty, safety, record-keeping and legal needs. Different records, email copies and backups may have different retention periods; signing out or deleting a local draft does not erase them.

Retention is assessed by record type and purpose. Records needed for ongoing service, warranty matters, disputes or legal obligations may need to be kept longer. Contact us about retention or deletion of information relating to your request.

Portal safeguards include verified access, restricted staff functions, protected sessions and private file storage. No system or email channel can guarantee absolute security. Protect your mailbox and device, and contact us promptly if a request or document reaches the wrong person or you suspect unauthorised access.

8. Your rights and contact

Subject to applicable law and its conditions, you may request access to or a copy of your personal information, correction of inaccurate details, deletion, restriction or cessation of processing, or transfer of information where that right applies. You may also raise concerns about automated decisions and request human review where applicable.

If processing relies on consent, you may withdraw that consent. This does not undo earlier lawful processing or require deletion of records we must otherwise retain. Withdrawal or deletion may affect our ability to continue the requested service. If we cannot meet a request in full, we will explain the applicable limitation.

Email service@allieduae.com with the subject “Portal privacy request” and a relevant ASR, Case or order reference if available. Our service team routes privacy enquiries for internal review. Do not send identity documents or sensitive information in your initial message; we may request proportionate verification before releasing or changing records.

You can raise an unresolved concern with the competent data-protection authority where applicable. For ordinary sign-in, correction and upload assistance, see customer help.

This notice explains information handling. We will update it when the portal’s processing changes. A revised notice does not itself obtain any new consent that the law requires.