Privacy policy
Last updated 1 October 2026
In short
- We collect only what we need to assess your scholarship application and help you with admission.
- Only the Bait-ul-Aqba Students Affairs team can see your application. We share it with a university only when you apply there through us.
- We keep your application for 3 years after the intake ends, then delete it.
- You can ask to see, correct or delete your information at any time by emailing us.
Contents· 9ShowHide
This policy explains what information the Bait-ul-Aqba Student Portal collects when you apply for a scholarship, why we collect it, who can see it and what you can do about it. Please read it before you start your application. If anything is unclear, email us and we will explain.
1.Who we are
Bait-ul-Aqba Foundation is a charity that helps Palestinian students apply for scholarships to study at partner universities in Pakistan. We run this Student Portal so that students can apply from a phone, even with a slow connection.
When this policy says “we” or “us”, it means Bait-ul-Aqba Foundation. We are responsible for the information you give us through this portal.
2.What we collect
We collect the information you type into the application form and the files you upload:
- Your basic details: full name, gender, date of birth, addresses, current country, WhatsApp number and email address.
- Your education: years of schooling, qualifications, results, subjects and any university study.
- Your choices: degree level, universities, disciplines and programs, and why you chose them.
- Your English level, readiness, document status and any challenges you choose to tell us about.
- Your documents: passport, ID card, your parents’ ID cards and school certificates.
We also record when you submitted your application, which language you used, and when files were added later. We do not use advertising cookies or tracking tools, and we do not collect your location.
While you fill in the form, your answers and files are saved on your own phone so that you do not lose them. They are sent to us only when you submit.
3.Why we collect it
We use your information only to:
- check whether you are eligible for a scholarship,
- decide what support you need for admission,
- apply on your behalf to the universities you chose, when you agree,
- contact you about your application on WhatsApp or by email, and
- keep a record of who applied, so that we can report fairly to our donors without naming you.
We will never sell your information or use it for advertising.
4.Who can see it
Only members of the Bait-ul-Aqba Students Affairs team can see your application. Each team member has their own account, and we can see who opened or downloaded an application.
When we apply to a university for you, we send that university only the information and documents it asks for. We do not share your application with anyone else unless the law requires us to.
Your private link opens a page with your application. Anyone who has the link can see that page, so please do not share it. If you think someone else has your link, ask for a new one and the old link will stop working.
5.Where it is stored and how we protect it
Your application is stored on secure servers run by a hosting company we have a contract with. Information is encrypted while it is sent and while it is stored. Team accounts need a strong password, and access is removed as soon as someone leaves the team.
We also keep backup copies in a second secure location, updated every night, so that your application is not lost if something goes wrong.
No system is perfectly safe. If something goes wrong and your information is affected, we will tell you by email as soon as we can and explain what we are doing about it.
6.How long we keep it
We keep your application and documents for 3 years after the intake you applied for ends. This lets us help you if you apply again or need proof of your application. After that, we delete them.
If you ask us to delete your application earlier, we will do so within 30 days, unless we are still applying to a university for you and you agree to wait.
When we delete your application, it is removed from our system at once. Its backup copies are kept for 30 more days, in case it was deleted by mistake, and are then erased automatically.
7.Your rights
You can ask us at any time to:
- send you a copy of the information we hold about you,
- correct information that is wrong,
- delete your application and documents, or
- stop using your information for a particular purpose.
Your answers cannot be changed on the portal after you submit, but you can always add documents through your private link. To correct an answer, email us with your application number. We will reply within 14 days.
8.Changes to this policy
If we change this policy, we will update the date at the top of this page. If a change affects how we use the information you have already given us, we will email you before it takes effect.
9.Contact
If you have a question about this policy or your information, email us at studentaffairs.baitulaqba@gmail.com. Please include your application number if you have one. You can also reach us through the Bait-ul-Aqba main website.