Privacy Policy

1. Introduction and Scope

Gulf Formations (“we”, “us” or “our”) respects your privacy and is committed to protecting your personal information. This Privacy Policy outlines how we collect, use, disclose, and protect your information when you: visit our website; request business setup or advisory services; communicate with our consultants; or engage with our support and compliance teams. It also explains your rights in accordance with applicable UAE data protection laws. By using our services, you agree to the terms described in this policy.

2. Information We Collect

We collect and process various types of information, including:

2.1 Personal and Identifying Information

• Contact details: name, email address, telephone number, postal address.
• Identification details: Emirates ID, passport number, visa details, date of birth.
• Professional details: job title, company name, trade licence details, business activities.

2.2 Financial and Transactional Information

• Service-related records: invoices, payment history, service contracts, and fee structures.
• Banking information: IBAN, account holder name, payment instructions where necessary.
• Due diligence documentation: company incorporation documents, ownership structure, and compliance forms.

2.3 Technical and Usage Information

• Device information: browser type, operating system, device identifiers.
• Connection information: IP address, approximate location, internet provider.
• Usage data: pages visited, session duration, clicks, form submissions.
• Cookies and similar technologies: session cookies, analytics cookies, web beacons.

2.4 Third-Party Information

We may collect information from authorised third parties, such as:

• Government and free zone authorities: e.g., DED, MOFA, immigration, or licensing bodies.
• Professional service partners: e.g., legal advisors, auditors, PROs, translation providers.
• Regulatory or compliance bodies: for identity verification, AML screening, or sanctions checks.

3. How We Use Your Information

We use your information for the following purposes:

• Provision of Services: to advise, process, and facilitate company formation, visa applications, document attestations, and related services.
• Client Communication: to respond to your inquiries, provide status updates, and send confirmations.
• Regulatory Compliance: to satisfy obligations under UAE laws including AML/CFT regulations, corporate registration, and tax filings.
• Internal Operations: to improve service delivery, maintain records, and manage our client database.
• Marketing and Updates: to send newsletters, regulatory updates, and promotional content with your consent.
• Security and Risk Management: to prevent fraud, ensure business continuity, and safeguard client data.

4. Legal Bases for Processing

We process your personal information based on the following grounds:

• Performance of Contract: where processing is required to deliver services you’ve requested.
• Compliance with Law: where we must meet obligations under UAE law and regulatory frameworks.
• Legitimate Interest: such as enhancing service efficiency, safeguarding data, and ensuring business viability.
• Consent: where you explicitly authorise specific processing activities, which may be withdrawn at any time.

5. Information Sharing and Disclosure

We may share your data in the following scenarios:

5.1 Service Providers and Affiliates

We engage third-party providers to support our operations e.g., IT support, payment gateways, translation firms, and compliance specialists, who are bound by confidentiality and data protection obligations.

5.2 Regulatory and Government Authorities

We share your information as required by UAE government entities or free zone authorities to obtain approvals, licences, or registrations.

5.3 Legal Disclosures

We may disclose your information where required by law, in legal proceedings, or upon lawful request by authorities or law enforcement bodies in the UAE.

5.4 With Your Consent

Where you have directed or authorised us to liaise with external parties such as your legal advisors, business partners, or banks.

6. International Data Transfers

While we primarily process your data within the UAE, some data may be transferred abroad when using international service providers. In such cases, we ensure contractual safeguards are in place in accordance with applicable data protection laws.

7. Data Security Measures

We take appropriate measures to protect your information, including:

• Encryption: Secure encryption for online communications and stored data.
• Access Controls: Access is restricted to authorised personnel only.
• Secure Infrastructure: Secure hosting environments with firewall protection and regular testing.
• Policy and Training: Regular staff training on confidentiality, data protection, and cyber hygiene.
• Incident Response: Defined procedures for detecting, containing, and reporting security incidents.

8. Your Rights and Choices

You may exercise the following rights under UAE law, subject to any legal limitations:

• Access: Request access to the personal information we hold about you.
• Correction: Request correction of inaccurate or outdated personal information.
• Erasure: Request deletion of personal data no longer required or processed without lawful basis.
• Restriction: Request limits on processing under certain circumstances.
• Objection: Object to certain types of processing, such as direct marketing.
• Withdraw Consent: Where applicable, withdraw consent at any time.

We may need to verify your identity before fulfilling such requests. We will respond in accordance with UAE data protection laws.

9. Cookies and Tracking Technologies

We use cookies and similar tools to improve site functionality and collect anonymous usage data:

• Essential Cookies: Necessary for site performance and navigation.
• Analytics Cookies: Help us analyse traffic and usage trends.
• Functionality Cookies: Remember user settings and preferences.
• Third-Party Cookies: From tools such as Google Analytics or embedded content.

You can manage your cookie settings in your browser preferences.

10. Third-Party Links and Services

Our website may contain links to external platforms. We are not responsible for the privacy practices or content of third-party sites. Please review their privacy policies before providing any personal data.

11. Data Retention

We retain your information for as long as necessary to fulfil service requirements, comply with legal obligations, or resolve disputes. When no longer required, data is securely destroyed or anonymised.

12. Children’s Privacy

Our services are intended for individuals 18 and older. We do not knowingly collect personal data from minors. If you believe a child has provided us with personal information, please contact us to remove it.

13. Changes to This Privacy Policy

We may revise this Privacy Policy to reflect changes in our services or legal obligations. Any updates will be posted on our website with a new “Last updated” date. Where appropriate, we will notify you directly.

Continued use of our services implies acceptance of the revised policy.

14. Contact Us

If you have any questions or concerns about this Privacy Policy or your personal data, please reach out to our compliance team:

• Email: Legal department