Security Policy

The purpose of this policy is to keep an authorised, identifiable and auditable record of everyone on site and of every item of material that moves across the gates. It covers:

• Personnel access under a gate pass (GP).
• Material movement under a material entry pass (ME) or material exit pass (MX).
• Digital ID cards (ID) issued to long-term personnel.
• Visitors admitted by invitation from an account holder.
• The records created at each stage, and who is accountable for them.

The policy is administered by the Site Security Manager. Where this policy and a written instruction from the Site Security Manager differ, the written instruction governs for that case only and is recorded.

Access to this system is by account only. Accounts are created by the Site Security Manager; there is no self-registration and no anonymous use. Each account carries a role — applicant, department or HSE position, approver, security officer or Security Manager — and that role decides which pages the account can open.

• One account may serve one company, department or position. The requester name and email on an application are taken from the signed-in account and cannot be edited on the form.
• Where an account is shared, each person using it selects their own name and confirms a personal password at sign-in. That name, not the account, is what gets recorded on applications and approvals.
• Notifications reach the account address and every active member address on that account.
• An account is responsible for everything submitted or approved under it. Credentials must not be passed to anyone who is not a registered member of that account.

Every pass type has a fixed maximum validity. A pass never begins or ends in the past, and validity is counted in whole days.

A pass that reaches the end of its validity is cancelled by the system and marked CANCELLED. The record and its history are kept; a pass is never deleted to make it disappear. Where a pass is withdrawn by the applicant or terminated by the Security Manager, the same status applies.

Every application, whatever its type, is given one order number from a single sequence when it is submitted. That number identifies the request for its whole life, including through correction. Pass numbers in the GP, ME, MX and ID series are allocated only when the pass is issued, and each series counts upwards permanently.

• Approvals are recorded in the order defined for that pass type. The chain is edited only by the Site Security Manager, who may add or remove approver positions and decide whether the order matters.
• The Security Manager step is always present and can never be switched off.
• Each approver may approve, reject permanently, or reject and return the request to the applicant for correction with a written reason.
• A returned request keeps its request number, its identity and its full history, and resumes with the approver who returned it once the applicant resubmits.
• When the final outstanding approver approves, the pass is issued automatically, numbered, and the document is made available to the requester.
• Approvers see every supporting attachment before making a decision; a decision is never taken on the summary alone.

No pass is issued for a person whose identity cannot be established from documents. The following rules are enforced by the system when the application is submitted.

• An Iqama number is exactly ten digits. A passport number may combine letters and digits.
• For a personnel pass the applicant states whether the holder holds an Iqama; the answer determines which documents are required.
• A Digital ID requires the holder's photograph and a statement of whether the Iqama is still valid, with the expiry date and proof taken from Absher.
• All supporting documents — Absher Iqama, Muqeem record, passport, visa and anything else relied on — are submitted as one combined PDF, not as scattered files.
• Supporting documents are treated as confidential and are disclosed only to the approvers handling the request.

Material passes are separate from personnel passes and follow their own approval chains, numbering and site restrictions.

• Every material entry request is categorised as General, Scaffolding or Equipment. Scaffolding requires confirmation from a Scaffolding Inspector and Equipment from an Equipment Inspector before the load is admitted; a category that does not concern an inspector does not route to them.
• Material movement is not permitted between 06:00 and 08:00 or between 14:00 and 16:00. Movement is allowed only outside those two windows.
• A material entry pass may be issued for multiple entries where the Site Security Manager has enabled it for that applicant; up to forty drivers may be listed, each with name, ten-digit Iqama and plate number. Material exit remains single-driver.
• Plate numbers are checked at the gate against the listed driver.
• Recurring movements — water tankers, diesel, waste skips, sewage trucks and the like — may be requested for a longer period; the duration is set by the Site Security Manager.

A person without an account may be admitted by invitation. The invitation is issued by an account holder, is usable once, and carries its own numbering; the personal application it produces still enters the normal request sequence and the normal approval chain.

• Sign-in credentials are valid for two hours from the first sign-in, during which the visitor may sign in and out again.
• The reason for the visit is recorded with the invitation.
• One invitation supports one personal gate pass application only.
• The inviter appears in the approval chain ahead of the HSE Manager and the Security Manager.

A pass is valid only when the security officer verifies it at the time of presentation. Verification is by QR scan or by entering the pass number, and may be searched by holder Iqama or driver plate.

• The officer confirms the pass exists, is within its validity, and belongs to the person or load presented.
• The holder's name and Iqama on the pass must match the identity document presented.
• A pass that is expired, cancelled, not yet issued or not found is not admitted; the officer escalates to the Site Security Manager.
• Only security officers and the Site Security Manager may open the verification page.

Access is a permission granted for a specific purpose and period, not a right. It may be refused, limited or withdrawn.

• The Site Security Manager maintains a blacklist of Iqama and passport numbers. A blacklisted person cannot be included in any application, on any pass type, and the block is enforced in the database so it cannot be bypassed.
• An applicant whose request is blocked by the blacklist is told the person's name and that the Site Security Manager must be contacted; the reason recorded on the entry is not disclosed.
• Rejected and returned requests, and the documents submitted with them, remain available to the applicant for a limited period after the decision so that corrections can be made without resubmitting evidence.
• Repeated or serious breaches are reported to the person's company and may lead to removal of access for that company's accounts.

Every stage of a pass produces a record: who submitted it, who approved it, when, with what notes, and what was presented at the gate.

• Submitted and generated documents are stored on the system and copied to an external backup organised by pass type, one folder per pass number, so that every version of a document sits with the pass it belongs to.
• Archived passes and their documents are retained; the archive can be emptied only by the Site Security Manager.
• Applicants may download their issued documents and may ask for a resend; download links are time-limited.
• Personal data held here is used only for site access control and is not shared outside the project and its supervising bodies.

Anyone who is unsure which pass type applies, which documents are needed, or whether a situation requires a deviation should contact the Site Security Department before submitting a request. Deviations are granted case by case by the Site Security Manager and are recorded against the request they affect.

The emergency and security contact number is printed on every issued pass and Digital ID card. Use it for anything urgent at the gate.