Privacy policy

One

Information we collect

What you give us

Attending the masjid. You can attend, pray and take part in the life of the masjid without giving us any information at all.

Madrasah enrolment. If you enrol a child with us, we collect the child’s name, date of birth, gender and class; your address and the contact details of parents and guardians; any medical needs, allergies or dietary requirements you tell us about; and your consent decisions for photographs and trips.

Madrasah activity. Once a child is enrolled, we record attendance and punctuality, reasons given for absence, homework, exam results and reports on progress.

Safeguarding. Where there is a concern about a child’s welfare, we record it. These records are held separately from ordinary madrasah records and are seen only by those who need to see them.

Staff and volunteers. Contact details, right-to-work and DBS records, the classes taught, hours worked, and pay where relevant.

Donations. Our payment processors — Stripe for online giving, SumUp for card donations taken in the building — collect your card details directly. We never see or store your card number. We keep a record of the amount, the date, and the name and email you give us, for receipting and Gift Aid. If you claim Gift Aid, we also hold your home address and declaration.

If you give monthly and choose to be named, your name appears on the supporters wall. You can give anonymously instead, and you can ask us to remove your name at any time.

Messages. If you contact us through the website or by email, we keep your message and your contact details so that we can reply.

What is collected automatically

The website uses a cookie to keep staff signed in to the admin area. We do not use advertising cookies and we do not track visitors across other websites. You can control cookies through your browser settings; disabling them may affect parts of the site.

Our find us page embeds a Google map. Google may collect data about your interaction with it, under their own privacy policy.

Two

How we use it

• To teach your child and run the madrasah
• To keep children safe while they are in our care
• To contact you about your child, including when they are absent
• To administer fees, process donations and issue receipts
• To reply to enquiries
• To operate the website and the displays in our building
• To detect and prevent fraud, abuse and security problems
• To meet our legal obligations, including Gift Aid record-keeping and our safeguarding duties

Three

Our lawful basis

• Teaching, fees and contacting you — necessary for the agreement between us when you enrol a child.
• Safeguarding — our legal obligations, and the substantial public interest in protecting children.
• Medical and dietary needs — your explicit consent, and the protection of your child’s vital interests.
• Photographs — your consent, which you may withdraw.
• Gift Aid records — our legal obligation to HMRC.
• Running the masjid — our legitimate interests as a charity.

Where we rely on your consent you can withdraw it at any time, and doing so will never affect your child’s place with us or how they are treated.

Four

Who else sees it

We do not sell your information, and we never share it for marketing.

We use these organisations to run our services. They act on our instructions and may not use your information for their own purposes.

We share information outside the Institute only where the law requires it, or where a child is at risk of harm. We would also tell families if the charity were reorganised and its activities transferred.

Within the Institute, information about children is seen only by the staff who need it. A teacher sees their own class; the office sees the records it must; medical and safeguarding notes are restricted further still.

Five

How long we keep it

We keep personal information for as long as we need it to provide our services, to meet our legal obligations — Gift Aid records, for example, must be kept for at least six years — to resolve disputes, and to meet our safeguarding duties.

You can ask us at any time how long a particular record is held, and you can ask us to delete anything we are not required to keep.

Six

Keeping it safe

We use administrative, technical and physical safeguards to protect your information, including encryption in transit and access controls on our database and hosting. Access to children’s records is restricted by role, so that staff see only what they need.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Seven

Your rights

You can ask us to:

• Give you a copy of what we hold about you, or about your child
• Correct anything that is wrong
• Delete information we are not required to keep
• Stop using it for a particular purpose
• Provide it in a portable form

Write to info@madani-institute.org.uk. We will reply within one month, in line with the UK GDPR and the Data Protection Act 2018.

If you are unhappy with how we have handled your information, please tell us first so that we can put it right. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

Eight

Children

The madrasah teaches children from the age of four. Records about a child are registered and managed by a parent or guardian, or by the madrasah on their behalf. We do not knowingly collect information directly from children without appropriate consent.

Children have rights over their own information too. A child old enough to understand what they are asking may exercise those rights themselves, and we consider each request on its own terms. Where a parent asks for their child’s records, we consider the child’s own privacy before answering — particularly for an older child.

Nine

Photographs

We photograph madrasah activities and sometimes publish them on Instagram and on this website. We do this only where a parent has given consent, recorded when a child enrols.

You can change your mind at any time by writing to us, and we will remove the child from anything we control. We cannot remove copies other people have already shared.

Ten

Information held outside the UK

We are based in the United Kingdom, but some of the organisations listed above may process and store data outside the UK, including in the United States and the European Economic Area. Where that happens, it is protected by the safeguards UK law requires.

Eleven

Other websites

Our site links to and embeds content from elsewhere — maps, our live audio stream, social media. We are not responsible for their privacy practices, and we would encourage you to read their policies.

Twelve

Changes

We will update this policy when our practice changes, and the date at the top will tell you when. Where a change is significant we will tell families directly rather than relying on you noticing.

Thirteen

Contact us