Privacy Policy

2. Information We May Collect

We may collect the following categories of information:

a. Information You Provide Directly

• Personal Identification: Name, nationality, contact details, date of birth, and identification documents (e.g., passport, Emirates ID).
• Professional Information: Academic records, licenses, certificates, employment history, and related documents.
• Service-Related Data: Information provided when requesting consultations, submitting inquiries, registering for programs, or using coordination services.
• Payment and Billing: Transaction details, payment confirmations, and billing information (processed securely by third-party payment processors).
• Communications: Correspondence through email, chat, or other contact channels.

b. Automatically Collected Data

When you interact with our website or platform, we may collect:

• Device and browser identifiers, IP address, and session logs.
• Usage data, including access times, pages viewed, and referring URLs.
• Cookies and tracking technologies for performance, analytics, and personalization.

You may disable non-essential cookies through your browser; however, doing so may limit certain functionalities.

c. Data from Third Parties

We may receive data from:

• Licensing authorities, testing agencies, and verification providers.
• Healthcare and service partners assisting in coordination or facilitation.
• Marketing, travel, and analytics vendors, only where permitted by law or with your consent.

3. Purpose and Legal Basis of Processing

We process personal data for the following purposes and in accordance with lawful bases under applicable data protection laws, including the UAE Personal Data Protection Law (PDPL) and the EU General Data Protection Regulation (GDPR):

• To provide and manage our services, respond to inquiries, and fulfill requests.
• To facilitate licensing, verification, or coordination activities with authorized third parties.
• To manage payments, invoices, and related financial transactions.
• To improve service quality, functionality, and user experience.
• To send updates, confirmations, and administrative notifications.
• To communicate marketing materials or promotions (only with prior consent).
• To comply with legal obligations, prevent fraud, and enforce our Terms of Service.
• To perform data analytics and aggregated reporting for business operations.

All processing is based on one or more of the following legal grounds: consent, performance of a contract, compliance with a legal obligation, or legitimate interest.

4. Sensitive and Health-Related Information

In certain cases, you may choose to provide health-related or sensitive information, such as summaries of medical conditions, treatment interests, or related data necessary for coordination.

• Such data is used only to facilitate requested services and is shared solely with authorized providers or entities essential for that purpose.
• Nova Voya does not provide medical or health advice or perform healthcare services.
• All transmissions are encrypted and access is restricted to authorized personnel under confidentiality obligations.

By voluntarily providing such data, you consent to its collection and use for coordination purposes.

5. Automated Decision-Making and Profiling

Nova Voya may use limited automated tools to improve user experience—such as eligibility checks, prioritization algorithms, or recommendation systems. These automated processes do not produce legal or similarly significant effects on individuals.

6. Data Sharing and Disclosure

We may share personal data with trusted third parties strictly for legitimate business purposes and in accordance with applicable data-protection laws. All recipients are bound by confidentiality and data-processing agreements consistent with the UAE PDPL and, where applicable, the EU GDPR.

Nova Voya may share personal data under the following circumstances:

• Regulatory and Licensing Authorities – with government bodies, credential-verification agencies, and examination providers (for example, DHA, DataFlow, Prometric, DOH, MOHAP) as required to deliver licensing or compliance services.
• Independent Healthcare and Service Providers – with authorized providers or clinics to coordinate, schedule, and manage services you request.
• Financial Institutions and Payment Gateways – to process payments, refunds, or transaction verifications.
• Business and Technology Partners – including logistics providers, marketing agencies, analytics platforms, CRM tools, and IT or cloud-hosting vendors supporting Nova Voya’s operations.
• Professional Advisers and Auditors – such as accountants, lawyers, and compliance consultants, solely for legitimate corporate or legal purposes.
• Legal and Regulatory Disclosures – when disclosure is required by law, court order, or government/regulatory request.

Nova Voya does not sell, lease, or rent personal data to any third party.

A non-exhaustive list of the categories of third-party processors is available upon written request at privacy@novavoya.com.

7. International Data Transfers

Where personal data is transferred outside the UAE, Nova Voya implements contractual and technical safeguards consistent with the PDPL and GDPR to ensure that the data remains protected.

Data may be transferred to jurisdictions where our partners, processors, or support systems are located, including the EU, UK, and other countries.

Where local privacy laws differ, Nova Voya applies a uniform standard of protection based on the principles of the UAE Personal Data Protection Law (PDPL).

8. Data Retention

Personal data is retained only for as long as necessary to fulfill the purposes set out in this Policy, or as required by law.

Typical retention periods include:

• Professional licensing and verification data: up to 5 years after service completion.
• Service coordination and facilitation data: up to 3 years after final transaction or communication.
• Partner and contractual data: for the duration of the partnership plus a reasonable compliance period.
• Payment and financial records: retained for 7 years under accounting regulations.

Once data is no longer needed, it is securely deleted or anonymized.

9. Data Security

Nova Voya employs administrative, technical, and physical measures to protect personal data, including:

• Encryption in transit and at rest.
• Role-based access controls and multi-factor authentication.
• Secure cloud infrastructure and restricted vendor access.
• Regular internal audits and risk assessments.

Despite these measures, no system is fully secure, and users acknowledge the inherent risks of internet-based communications.

In the event of a data breach likely to result in a risk to your rights and freedoms, Nova Voya will notify affected individuals and the competent authorities without undue delay and in accordance with the UAE PDPL and the EU GDPR.

10. Your Rights

You have the right to:

• Access and obtain a copy of your personal data.
• Request correction, deletion, or restriction of processing.
• Withdraw consent (where processing is based on consent).
• Object to certain processing activities.
• Request data portability, where applicable.
• File a complaint with a supervisory authority.

Requests should be submitted to privacy@novavoya.com. We may require verification of identity before fulfilling certain requests.

11. Marketing and Communications

Nova Voya may send communications related to service updates, scheduling, and coordination. Marketing or promotional communications are sent only with explicit consent, and users may opt out at any time by following the unsubscribe instructions or contacting us directly.

Operational or legally required communications (e.g., booking confirmations or policy updates) cannot be opted out of.

12. Children’s Data

Nova Voya’s services are intended for individuals aged 18 and above. We do not knowingly collect personal data from minors. If such data is inadvertently collected, it will be deleted promptly upon discovery.

13. Third-Party Websites and External Links

Our platform may contain links to third-party websites or services not operated or controlled by Nova Voya. We are not responsible for their privacy practices or content. Users are encouraged to review the privacy policies of those third-party sites before providing any information.

14. Policy Updates

We may amend this Policy from time to time. Updates will be posted on our website with a revised “Last Updated” date.

Your continued use of our services following any update constitutes acceptance of the revised Policy.

15. Contact Information