INTRODUCTION
The Uganda Bureau of Haj Affairs is a company incorporated under the laws of Uganda, responsible for coordinating the annual Hajj pilgrimage for Ugandan
Muslims. We manage timelines and ensure compliance with health and financial regulations, work with licensed travel agents, and provide services such as visa
processing, transportation, and accommodation to ensure a smooth and spiritual journey to Месса.
This Privacy Policy explains how we collect, use, protect, and share your personal information when you use our website, digital platforms, or services.
By accessing or using our services, you consent to the collection and use of your personal data as described in this policy. We encourage you to read it carefully to understand how your information is handled and safeguarded. https://ugandabureauofhajaffairs.org.
WHAT INFORMATION DO WE COLLECT?
While providing our services, we collect personal information directly from when you visit our offices or communicate with us through our website, email, or telephone, or as a walk-in client. The information we may collect includes, but is not limited to, personal details: full name, gender, date of birth, residential address and address history, nationality, and contact information (such as telephone number and email address).
Identification and travel documentation: details contained in your valid passport, national identification card, vaccination certificates, and any other documents required to process Hajj and Umrah visa applications.
Health and compliance records: where necessary, health-related documentation or certifications required by regulatory authorities for travel, accommodation, or participation in the pilgrimage.
Financial and administrative information: payment confirmations, receipts, and other necessary documentation to facilitate Hajj and Umrah
visa applications and travel arrangements.
WHEN DO WE COLLECT INFORMATION?
Uganda Bureau of Haj Affairs collects personal information from you at various points in the process of coordinating Hajj and Umrah services, including but
not limited to:
- When you register or apply for participation in the Hajj or Umrah pilgrimage through our website, offices, or partner travel agents.
- When you submit documents necessary for visa processing, travel arrangements, health compliance, or accommodation.
- When you communicate with us by email, telephone, or in person at our offices to make inquiries or seek assistance regarding our services.
- When you make payments or provide financial details related to booking, travel, or other services.
- When you apply for employment with us or engage with us as a service provider, contractor, or partner organization.
HOW DO WE USE YOUR INFORMATION?
Uganda Bureau of Haj Affairs uses the personal information we collect from you to deliver our services effectively, lawfully, and in accordance with the
requirements of the Hajj and Umrah pilgrimage. Specifically, we may use your information to:
- Process Applications: We use your personal information to register you as a pilgrim, verify your eligibility, and maintain accurate records of your participation in the Hajj or Umrah pilgrimage. This information enables us to provide you with the necessary documentation, updates, and support throughout the entire process.
- Facilitate Travel and Accommodation: We use your personal information to arrange visas, flights, transportation, and accommodation for your Hajj or Umrah pilgrimage. This ensures that your travel is wellcoordinated, secure, and compliant with all regulatory and health requirements.
- Ensure Compliance: We use your personal information to ensure adherence to health, safety, security, and regulatory requirements in both Uganda and the Kingdom of Saudi Arabia. This helps protect the well-being of pilgrims and ensures lawful and smooth processing of all
pilgrimage activities. - Communicate with You: Your personal information enables us to provide timely updates, timelines, instructions, reminders, and responses to your inquiries regarding your Hajj or Umrah pilgrimage.
- Financial Administration: We use your information to process payments, issue receipts, and maintain accurate financial records related to your participation in the pilgrimage, ensuring transparency and accountability.
- Improve Our Services: Personal data helps us monitor, evaluate, and enhance the quality, safety, and efficiency of the services we provide to pilgrims, including travel arrangements, accommodation, and logistical support.
- Legal and Contractual Obligations: We may use your information to comply with legal requirements, resolve disputes, enforce agreements,
- and protect the rights and interests of our organization, pilgrims, and partner entities.
HOW DO WE PROTECT CLIENT/CUSTOMER INFORMATION?
Uganda Bureau of Haj Affairs is committed to ensuring the security, confidentiality, and integrity of the personal information we collect. To protect
your data, we implement appropriate administrative, technical, and physical safeguards, including:
- Access Controls: Personal information is accessible only to authorized personnel who require it to perform their official duties, ensuring that
data is handled securely and only by those with legitimate need. - Secure Storage: Physical and digital records are stored securely to prevent unauthorized access, alteration, disclosure, or loss, ensuring the
integrity and confidentiality of personal information. - Data Encryption: Where applicable, personal data transmitted online is encrypted to protect it from interception, unauthorized access, or misuse, ensuring the confidentiality and security of your information.
- Staff Training: Our personnel receive regular training on data protection principles, privacy obligations and proper handling of personal information to ensure compliance with applicable laws and internal policies.
- Monitoring and Auditing: Regular audits and monitoring are conducted to verify adherence to internal policies, legal requirements, and industry best practices, helping to maintain the security and integrity of personal data.
- Incident Management: Robust procedures are in place to detect, respond to, and mitigate any suspected or confirmed data breaches
promptly, minimizing potential risks to personal information. The Uganda Bureau of Haj Affairs maintains internal records of all personal data collection, holding, and processing. This incorporates the following measures:
- Secure Physical Records. All written files containing personal data are kept under lock and key to prevent unauthorized access.
- Secure Electronic Records. Electronic records are protected by unique access credentials (usernames and passwords) assigned only to authorized personnel.
- Controlled Disclosure. Staff and agents exercise discretion when discussing personal information and release such information only as
described in this Privacy Policy or as required by law. - Restriction on Copies. Personal data, including documentation for visa processing and travel arrangements, is not to be copied or accessed for
convenience outside official duties. - Independent Contractors. Where the Bureau engages agents or thirdparty service providers, such individuals are required to maintain the
confidentiality of the personal information they handle and protect it in accordance with this Policу. - Website and Platform Security. Our website and social media accounts are regularly monitored and scanned for security vulnerabilities to ensure safe access by users.
- Data Retention. Personal information collected during registration or inquiries is retained for a period of up to two (2) years. For pilgrims with completed Hajj or Umrah participation, records may be retained for up to five (5) years to comply with regulatory obligations and for administrative purposes.
THIRD PARTY DISCLOSURE
Uganda Bureau of Haj Affairs does not sell, trade, or otherwise transfer your personal information to outside parties, except as described in this Privacy Policy or where the party is a direct affiliate of the Uganda Bureau of Haj Affairs. We may also disclose your information when we believe such disclosure is necessary to:
Comply with applicable laws, regulations, or legal processes; Enforce our policies and agreements; Protect the rights, property, or safety of the Bureau, pilgrims, or others; or Facilitate lawful communication with government authorities, including the Kingdom of Saudi Arabia, for Hajj and Umrah coordination.
ACCESS TO PERSONAL INFORMATION?
You have the right to request access to the personal information that the Uganda Bureau of Haj Affairs holds about you. This right enables you to:
- Verify the accuracy of your personal data: You can confirm that your personal information is accurate, current, and complete, and request
corrections if needed. - Request corrections to any inaccurate or incomplete information: If you discover that the personal data we hold about you is incorrect,
outdated, incomplete, or misleading, you have the right to request rectification. This may involve updating contact details, correcting
identification information, or completing missing records to ensure the integrity and reliability of the information we maintain. - Understand how your information is being used and disclosed: You have the right to know why your personal data is processed, the legal basis for it, and who may access it, including third parties or government authorities, ensuring transparency and safeguards.
To exercise this right, you may submit a written request to our Data Protection Officer or the designated contact person. We will respond to your request in
accordance with the Data Protection and Privacy Act, Cap. 97 and the Regulations made thereunder.
The Uganda Bureau of Haj Affairs may, at the customer’s or client’s request,
share personal information with service providers to facilitate service delivery, process transactions, or perform functions on behalf of the customer or client,
provided that such service providers are bound by strict confidentiality and data protection obligations.
Please note that in certain circumstances, the Uganda Bureau of Haj Affairs is required by law to allow access to personal information contained in its
records. The Bureau will comply with such legal obligations, which may include compliance with valid court orders, statutory requirements, or lawful
governmental investigations. In addition, the Bureau may grant access to law enforcement agencies where necessary to cooperate with investigations or to
prevent, detect, or prosecute criminal activities, subject always to the safeguards provided under the Data Protection and Privacy Act, Cap 97..
DISPOSAL OF PERSONAL INFORMATION
The Uganda Bureau of Haj Affairs ensures that personal information is retained only for as long as necessary to fulfill the purposes for which it was
collected or as required by law. Once personal information is no longer needed, we take all reasonable steps to dispose of it securely and permanently.
Personnel are not allowed to destroy documents containing personal information without management’s permission. The Bureau follows strict measures to ensure secure disposal in compliance with the Data Protection and Privacy Act, Cap 97.
YOUR RIGHTS
Under the Data Protection and Privacy Act, Cap. 97, you have certain rights regarding your personal information. These rights are designed to give you
greater control over how your personal data is collected, used, and disclosed. Please let us know and we will correct it.
You have the right to;
Access your personal information: If you believe that any information we hold about you is inaccurate, incomplete, or outdated, please inform us, and
we will take steps to correct it promptly.
Confirm whether or not personal data about you is held: You have the right to ask the data controller to verify if your personal information is being
processed or stored. This includes any details collected directly from you, or indirectly through third parties, in the course of providing services. The
confirmation lets you know whether the Bureau is maintaining records about you, which is the first step in exercising your other rights, such as correction,
deletion, or restriction of your personal data.
Provide a description of the personal data we hold: You have the right to request details about the personal information we maintain about you. This
includes the types of data collected (such as identification information, contact details, service history, or transaction records), the purposes for which the data
is processed, and how it is used. This allows you to understand what information is held about you and ensures transparency in how your personal data is managed.
Disclose the identity of any third party, or category of third parties, who have or have had access to your personal data: You have the right to know
who else has received or can access your personal information. This may include service providers, business partners, or government authorities.
Providing this information ensures transparency and allows you to understand how and with whom your data has been shared, helping you exercise your rights to privacy and data protection.
All requests to exercise your rights must be made in writing to our Data Protection Officer or designated contact person.
CUSTOMER COMPLAINTS
The Uganda Bureau of Haj Affairs is committed to addressing any concerns regarding the handling of your personal information. If you believe your data has been mishandled, or if you have questions about how it is collected, processed, or stored, you may submit a complaint. We encourage you to contact us first, and we will seek to resolve any issues or concerns directly and promptly.
CHANGES TO PRIVACY POLICY
The Uganda Bureau of Haj Affairs may revise this Privacy Policy at any time and for any reason. Updates will be posted on the Bureau’s Notice Board or Website, and will take effect fourteen (14) days after posting. We encourage all pilgrims and stakeholders to review the policy periodically to stay informed of any changes affecting the handling of personal information related to Haj services.
HOW TO FIND OUT MORE
If you have any questions or need more information regarding how your personal data is collected, processed, stored, or shared, you can contact the
Data Protection Officer or the designated contact person at the Uganda Bureau of Haj Affairs. When sending an inquiry, please use the subject heading: “Data Protection
Query”.
You may reach us through:
Email: ugbureauofhajjiaffairs@gmail.com
Phone: +256-702943331
Office: Secretary General
Our team will be happy to provide guidance and assist you with any inquiries
regarding your personal information or your privacy rights
INTERNATIONAL TRANSFERS OF YOUR PERSONAL DATА
Personal data collected by the Uganda Bureau of Haj Affairs in connection with your Haj services may be processed or accessed in the country or region where
the services are provided. These jurisdictions may have different data protection laws. We take appropriate measures to ensure that your data is
transferred only to countries or regions that provide an adequate level of protection and that it is processed in accordance with this Privacy Policy and all applicable laws.
Last Edited on 15, September 2025.