Information we collect
We collect your name and contact details, such as a phone or WhatsApp number and an email address if you provide one, along with the service you need, details of your request or a consultation time. We may also receive documents you choose to share with us on WhatsApp to follow up on your request. The website form does not support file uploads.
Why we use this information
We use it to reply to you and follow up on requests for help with Umrah, money transfer options, car rentals and university applications. We also use it to arrange consultations and discuss next steps.
How we store your request
When you send a request through our website form, we store it in a database so our team can follow it up. The stored record includes your name, phone or WhatsApp number, email address if you provide one, the service and type of request, your message, any consultation date and time you request, the language you used, your request number, and when the request was created and updated. While we handle your request we also record internal follow-up information, such as its status, whether our confirmation emails were delivered, and short notes by our team. We may also store messages sent to you by our team through the KhidmaGo admin system as part of your request history. Only authorized KhidmaGo staff can access these records, through a protected administration system. We also receive a copy of your request by email.
Sharing information
We use service providers to operate our website and handle requests: Google Cloud hosts the KhidmaGo backend and request database, and request records are stored in Firestore in Singapore; Firebase provides authentication for our admin portal; our email delivery provider sends request notifications and confirmation emails; and Cloudflare hosts our website and protects our form from spam. WhatsApp conversations take place on the WhatsApp platform. We do not automatically send your request details to service providers simply because you make an inquiry. If fulfilling your request requires sharing specific information with an outside party, we will explain this before sending it.
How long we keep information
We keep your request record, including our internal notes about it and messages our team sent to you through our admin system, while we are handling your request and for 12 months after the request is closed. These communications follow the same retention period as the related request. After that retention period, the record is scheduled for automatic deletion and is normally removed shortly afterwards. We aim to apply the same 12-month period to copies of your request kept in our business email inbox. We may retain information longer where required by law or where reasonably necessary to establish, exercise, or defend legal claims. You may also ask us to delete your information sooner, subject to applicable legal requirements.
Website analytics
We use Microsoft Clarity to understand how visitors interact with our website, including clicks, scrolling, navigation, heatmaps and session recordings. We also use Cloudflare Web Analytics, which measures page visits and site performance without using cookies. This information helps us improve the website and user experience. Microsoft Clarity may use cookies and similar technologies in accordance with Microsoft's privacy terms and your applicable consent settings. Analytics data is separate from information you submit through our contact form.
Requesting deletion
To request deletion of your information, email [email protected] and include the contact method you used and your request number, if available. We will delete your request record and our related notes from our request system, and explain what else can be deleted, taking any applicable legal obligations into account. Please do not send passwords or sensitive financial information through the contact form.