1. Who We Are

Al-Sunnah Mosque (the charity) is a registered charity committed to protecting your personal data and respecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. How the Law Protects Your Data

We process personal data only when we have a valid lawful basis, including:

• Performance of a Contract – to deliver services you have requested.
• Legal Obligation – to comply with laws (e.g. tax, employment, safeguarding).
• Legitimate Interests – for internal administration, improving services, or preventing fraud, where these do not override your rights.
• Consent – when you give us clear, explicit consent for a specific purpose (which can be withdrawn at any time).

For special category data (e.g. religious beliefs, health data), additional conditions apply:

• Explicit consent.
• Processing by a not-for-profit body with a religious aim.
• Substantial public interest (e.g. safeguarding).
• Legal claims.

3. What Personal Data We Collect

• Identity Data: Name, title.
• Contact Data: Address, email, phone numbers.
• Transactional Data: Donations, service bookings (e.g. Nikah, youth trips, accommodation), payment details.
• Employment & Volunteering Data: Applications, references, employment history.
• Communication Data: Records of correspondence.
• Preference Data: e.g. marriage preferences.
• Special Category Data: Religious beliefs, health data, hardship/vulnerability information.

4. How We Collect Your Data

We collect data when you:

• Use our website.
• Complete forms (online or paper).
• Contact us by phone, email, or in person.
• Apply to be an employee or volunteer.
• Provide third-party data (e.g. emergency contacts, references).

5. How We Use Your Data & Lawful Bases

6. Data Storage & Retention

• Data is stored in both paper and electronic formats.
• Retained only as long as necessary to meet legal/accounting needs.
• Typical retention:
• Active users/employees/volunteers: duration of relationship.
• After ceasing relationship: up to 10 years.
• Safeguarding records: as set out in the Child Safeguarding Procedures (Appendix A, §8.3).
• Financial records: 7 years (HMRC).
• Nikah records: 25 years. Shahadah records: permanent.
• Job applications (unsuccessful): 6 months (unless consent for longer).

7. Sharing Your Data

We never sell data. We may share with:

• Trusted service providers (e.g. IT, payment processors).
• Statutory agencies (legal obligation).
• Independent data controllers (with their own privacy policies).
• Regulators, courts, or insurers where legally required.

All data processors are bound by contracts to protect your data and act only under the charity’s instructions.

8. International Transfers

Data is stored primarily in the UK/EEA. If transferred outside, safeguards will apply (adequacy decisions, UK IDTA, or SCCs).

9. Security of Your Data

• Data is stored securely on encrypted servers.
• Strict security features are in place to prevent unauthorised access.
• Online transmission of data is at your own risk, but once received, the charity secures it rigorously.

10. Your Data Protection Rights

You have the right to:

• Be informed about data use.
• Access your data (Subject Access Request).
• Rectify inaccuracies.
• Request erasure (“Right to be Forgotten”).
• Restrict processing.
• Data portability.
• Object to processing (including marketing).
• Not be subject to solely automated decision-making.

Requests should be made to the charity’s Data Protection Officer (DPO) (Dr Yousef). Exercising some rights may limit service provision where legally necessary.

11. Cookies

The charity’s website currently does not use cookies. If this changes, a clear cookie notice and consent mechanism will be provided.

12. Third-Party Links

The charity’s website may contain links to external sites. The charity is not responsible for their content or policies. Please read their privacy notices when providing personal data.

13. Data Breaches

The charity will comply with UK GDPR in responding to data breaches, including notification to the Information Commissioner’s Office (ICO) and affected individuals where required.

14. Contact Us

Data Protection Officer (DPO), Al-Sunnah Mosque Email: [email protected]

15. Complaints

You have the right to complain to the Information Commissioner’s Office (ICO): Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Helpline: 0303 123 1113 | Website: www.ico.org.uk

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