Version 2026-10-03
1. About these terms
These Terms of Use govern your use of the Citizen Portal of the Embassy of the Republic of the Sudan in Malaysia (the "Embassy"), whether through a web browser or the Citizen Portal mobile app (together, the "Service"). By creating an account, or by using the Service, you agree to these terms and to the Personal Data Protection Policy, which forms part of them. If you do not agree, please do not use the Service.
2. Who may use the Service
- The Service is for citizens of the Republic of the Sudan who live in, or are visiting, Malaysia and the countries the Embassy serves.
- You must be 18 or older to open an account yourself. Children are registered by a parent or guardian at the Embassy.
- Each person may hold one account, and may register only with their own passport.
3. Your account
- You must give true, accurate and complete information, and keep it up to date through your profile.
- Your national ID number and passport number are read from your passport and cannot be changed by you. If either is wrong, scan your passport again or contact the Embassy.
- Keep your password secret. You are responsible for everything done through your account. Tell the Embassy at once if you believe someone else has used it.
- Registering does not, on its own, confirm your identity, nationality or any status. Embassy officers may review and verify your record, and may ask you to attend in person with your original documents.
- If the Embassy already holds a record for you, your account is linked to it, and the details you confirm during registration are used to update it.
4. Acceptable use
You agree not to:
- register with, or upload, another person's passport or documents, or pretend to be someone else;
- give false or misleading information to obtain a service or a document;
- try to access accounts, records or parts of the system that are not yours, or interfere with its security or operation;
- use automated tools to access or copy the Service;
- send content that is unlawful, abusive or offensive, including in feedback and messages.
Misuse may be reported to the competent authorities and may lead to the suspension of your account.
5. Consular services through the Service
- Appointments, document requests and other services requested through the Service remain subject to the Embassy's procedures, the applicable fees, and the laws of the Republic of the Sudan. Some services require you to attend in person.
- The digital card and QR code shown in your account identify your record to Embassy staff. They are not a passport, a travel document or an identity document.
- Information in the Service is provided for guidance. Where it differs from an official notice of the Embassy, the official notice prevails.
6. Communications and feedback
- The Embassy may contact you through the Service, by email or by phone with service notices, replies to your requests, announcements for citizens, and news of new and upcoming features of the Service.
- You are welcome to send feedback and suggestions. The Embassy may use them to improve the Service, without any obligation to you.
7. Availability
The Embassy aims to keep the Service available, but it is provided "as is" and may be interrupted for maintenance, updates or reasons beyond the Embassy's control. Features may be added, changed or withdrawn.
8. Suspension and closing your account
The Embassy may suspend or close an account that breaks these terms, that holds false information, or where this is needed to protect you, other citizens or the system. You may ask the Embassy to close your account at any time. Closing an account does not delete the consular record the Embassy keeps under its record-keeping obligations.
9. Liability
To the extent permitted by law, the Embassy is not liable for any loss arising from the unavailability of the Service, from information you provided being inaccurate, or from use of your account by someone you allowed to obtain your password.
10. Privileges and immunities
Nothing in these terms waives or limits any privilege or immunity of the Embassy, its premises or its staff under the Vienna Convention on Diplomatic Relations of 1961, the Vienna Convention on Consular Relations of 1963, or any other rule of international law.
11. Changes to these terms
The Embassy may update these terms. Each version is dated. When the terms change in substance you will be asked to read and accept the new version before continuing to use the Service.
12. Language
These terms are published in Arabic and English. If the two versions differ, the Arabic version prevails.
13. Contact
For questions about these terms or your account, contact the Consular Section of the Embassy, or visit the Embassy during its public opening hours.