AL-HIJRAH TRUST (CIO) PRIVACY NOTICE
What is the purpose of this document?
Al Hijrah Trust (CIO) (“the Trust”, “the Charity”) is committed to protecting the privacy and security of your personal information.
This privacy notice describes how we collect and use personal information about you in accordance with data protection law.
It applies to everyone who uses the Trust’s premises or services excluding the following groups who have separate privacy notices:
- current and former employees
- workers, contractors
The Charity is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
We may update this notice at any time, we will notify you if we do so.
Data protection principles
We will comply with data protection law. This says that the personal information we hold about you must be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely.
What kind of information will we hold about you?
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
There are certain types of more sensitive personal data which require a higher level of protection, such as information about a person’s health or criminal convictions.
We may collect, store, and use the following categories of personal information about you:
- Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.
- Date of birth.
- Marital status and dependants.
- Next of kin and emergency contact information.
- Bank account details
- Nature of your employment
- CCTV footage and other information obtained through electronic means
- Personal details of any children such as name, address, date of birth, gender. This will be restricted to those children who are registered for any of our services e.g. madrasah, tuition service.
We may also collect, store and use the following more sensitive types of personal information about you, or your children if they are registered for any of our services:
- Information about health, including any medical conditions
- any legal arrangement which may affect registration or collection of children e.g. parental responsibility and access arrangements
How is your personal information collected?
Information that you provide
The vast majority of information we hold about you is information you have provided to us.
This information is necessary for us to deliver a service to you, to enhance your customer experience with us or to meet legal requirements.
Information automatically collected about you
This includes information that is automatically stored by cookies and other website tools. For example, your shopping cart information, your IP address, CCTV footage when you visit the site. This information is used to improve your customer experience or to enhance safety and security. When you use our services or look at the contents of our website, your activities may be logged.
Information from our partners
We may gather information from our trusted partners with confirmation that they have legal grounds to share that information with us. This is either information you have provided them directly with or that they have gathered about you on other legal grounds.
Publicly available information
We might gather information about you that is publicly available.
How we will use information about you
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
- Where we need to perform the contract that we have entered into with you or provide services to you.
- Where we need to comply with a legal obligation.
- Where it is necessary for legitimate interests pursued by us or a third party and your interests and fundamental rights do not override those interests.
We may also use your personal information in the following situations, which are likely to be rare:
- Where we need to protect your interests (or someone else’s interests).
- Where it is needed in the public interest or for official purposes.
When will we use your personal information?
We need all the categories of information in the list above primarily to allow us to perform our contract with you, to provide services to you and to enable us to comply with legal obligations.
What if you fail to provide us with personal information?
If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you, provide a service to you, or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of people to whom we provide services).
Change of purpose
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Particularly sensitive personal information
“Special categories” of particularly sensitive personal information, such as health information, require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data. We may process special categories of personal information in the following circumstances:
- In limited circumstances, with your explicit written consent.
- Where we need to carry out our legal obligations
- Where it is needed in the public interest, such as for equal opportunities monitoring.
When may we use your sensitive personal information?
In general, we will not process particularly sensitive personal information about you without your explicit consent or where it is required by law. On rare occasions, there may be other reasons for processing, such as it is in the public interest to do so. The situations in which we will process your particularly sensitive personal information are listed below. We have indicated the purpose or purposes for which we are processing or will process your more sensitive personal information.
- We will use information about physical or mental health, or disability status, provided to us by our service users, to ensure their health and safety and to assess any special needs.
Do we need your consent to use your sensitive personal information?
We do not need your consent if we use special categories of your personal information in accordance with our written policy to carry out our legal obligations. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.
Information about criminal convictions
We do not collect or process information relating to criminal convictions on any of our service users.
Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes and provide you with further information at the time.
We have put in place measures to protect the security of your information.
Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
How long will we use your information for?
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer a user of our services, we will retain and securely destroy your personal information in accordance with applicable laws and regulations.
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the Trustees.
Do you have to pay to access your personal information?
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
Right to withdraw consent
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the Trustees. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
Changes to this privacy notice
We reserve the right to update this privacy notice at any time; we will notify you if we do so. We may also notify you in other ways from time to time about the processing of your personal information.
If you have any questions about this privacy notice, please contact us on:
Al-Hijrah Trust, 71 Hob Moor Road, Birmingham, B10 9AZ
Telephone: 0121 7665454