Privacy Policy
Ashaadibi Education & Cultural Centre (“Ashaadibi”, “we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains what personal information we collect, how we use it, how we keep it safe, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using our website, services, or submitting your information to us, you confirm that you
have read and understood this policy.
1. Who We Are
Ashaadibi Education & Cultural Centre is a registered charity based in Tower Hamlets, London. We provide religious, educational, and community services to the Muslim community and the wider public
Charity Name: Ashaadibi Education & Cultural Centre
Address: Tower Hamlets, London
General Email: manager@ashaadibi.co.uk
Data Protection Officer: Saeed Arshe
DPO Contact Email: info@ashaadibi.co.uk
For data protection purposes, Ashaadibi is the Data Controller. This means we are responsible for deciding how and why your personal data is processed.
2. Definitions
To help you understand this policy, here are the key terms used throughout:
- Personal Data – Any information that identifies or could identify a living individual, such as a name, email address, or donation record.
- Data Controller – The organisation that determines the purposes and means of processing personal data. Ashaadibi is the Data ontroller for the data described in this policy.
- Data Processor – A third party that processes personal data on behalf of the Data Controller, such as a payment provider or email platform.
- Processing – Any operation performed on personal data, including collection, storage, use, disclosure, or deletion.
- UK GDPR – The UK General Data Protection Regulation, which governs how organisations handle personal data in the United Kingdom.
3. What Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us.
3.1 Adults, Parents, and Carers
- Full name and title
- Home address
- Email address and telephone number
- Communication and marketing preferences
- Payment and donation details (processed securely via third-party providers)
- Gift Aid declaration information
3.2 Children and Students
Because Ashaadibi operates a Madrassah and youth programmes, we collect data about children and young people. This is handled with the highest level of care and confidentiality.
- Full name and date of birth
- Home address
- Unique pupil number (where applicable)
- Medical information relevant to their safety and wellbeing
- Special educational needs or support requirements
- Attendance, assessment, and progress records
- Behavioural or safeguarding information (where appropriate and necessary)
We will only collect and use children’s data with the knowledge and consent of a parent or legal guardian, except where we are required by law or safeguarding obligations to act without consent.
3.3 Donors and Supporters
- Name and contact details
- Donation amounts, dates, and payment method
- Gift Aid status and declarations
- Communication preferences
- Fundraising campaign engagement
3.4 Website and Digital Usage Data
- IP address
- Browser type and version
- Pages visited and time spent on our website
- Cookies and analytics data
- Social media interactions where you engage with our content
4. How We Collect Your Data
We collect personal data through the following means:
- Registration and enrolment forms for classes, programmes, and events
- Donation forms on our website and third-party platforms (e.g. JustGiving)
- Direct communications with us by email, phone, or in person
- Subscriptions to our newsletter or marketing communications
- Volunteering and membership applications
- Social media interactions
- Cookies and analytics tools on our website
5. How We Use Your Personal Data
We use personal data only for lawful purposes. The main ways we use your information are:
- To provide and administer our religious, educational, and community services
- To process donations and manage Gift Aid claims
- To communicate with parents, students, and supporters about our services and programmes
- To send updates, newsletters, and fundraising communications where we have a lawful basis to do so
- To manage and monitor student attendance, progress, and welfare
- To fulfil our safeguarding and child protection responsibilities
- To comply with Charity Commission requirements and legal obligations
- To improve our website, services, and communications
- To administer events, campaigns, and appeals
- To verify identity and prevent fraud
We do not use personal data for automated decision-making or profiling.
6. Legal Basis for Processing
Under UK GDPR, we must have a lawful basis for processing your personal data. Depending on the activity, we rely on one or more of the following:
- Consent – Where you have given us clear permission to process your data for a specific purpose, such as receiving marketing emails or SMS updates. You may withdraw consent at any time.
- Legitimate Interests – Where processing is necessary for our legitimate interests as a charity, such as communicating with donors, improving our services, or managing our programmes, provided your rights are not overridden.
- Performance of a Contract – Where processing is necessary to deliver a service you have requested, such as enrolment in a class or programme.
- Legal Obligation – Where we are required to process data to comply with the law, such as safeguarding duties, Gift Aid reporting, or Charity Commission obligations.
- Vital Interests – In emergency situations where processing is necessary to protect someone’s life, such as a medical emergency involving a student.
7. Donations and Fundraising
When you make a donation to Ashaadibi, we collect and process your personal data in order to:
- Process and record your donation securely
- Claim Gift Aid on eligible donations where you have provided a declaration
- Send you a receipt and acknowledgement of your gift
- Keep you informed about the campaign or project you supported
- Comply with our financial and legal reporting obligations
We use third-party payment providers, including Stripe, PayPal, and GoCardless, to process payments. These providers are PCI DSS compliant and operate under strict data protection agreements. We do not store your full card details on our systems.
If you donate through JustGiving or another third-party fundraising platform, your data is also subject to their privacy policy. We will only contact you based on the preferences you indicate at the point of donation.
8. Marketing and Communications
We would like to keep you informed about our work, campaigns, events, and how your support is making a difference. We will contact you by email or SMS only where we have a lawful basis to do so.
You can update your communication preferences or unsubscribe at any time by:
- Clicking the unsubscribe link in any email we send
- Contacting us directly at info@ashaadibi.co.uk
Opting out of marketing communications will not affect any other services or communications related to your registration, donation, or enrolment.
9. Third-Party Service Providers
We work with trusted third-party organisations to deliver our services. These providers act as Data Processors on our behalf and are only permitted to use your data for the specific purposes we instruct them. They are required to process your data securely and in accordance with UK GDPR.
We do not sell your personal data to third parties under any circumstances.
10. Photos and Media
We may take photographs or record video during classes, events, and activities for use in:
- Centre displays and printed materials
- Our website and social media channels
- Fundraising and campaign materials
We will always ask for consent before photographing children and will never publish a child’s name alongside their image without explicit parental permission. You may withdraw consent for photography at any time by contacting us.
11. CCTV
Ashaadibi operates CCTV cameras in and around our premises for the purposes of:
- The safety and security of our staff, volunteers, students, and visitors
- Crime prevention and deterrence
- Protecting our property and assets
CCTV footage is stored securely and access is restricted to authorised personnel only. Footage is retained for a maximum of 30 days, after which it is automatically overwritten, unless it is required in connection with an incident, complaint, or legal matter.
CCTV signage is displayed at all entry points to our premises to inform visitors that recording is in place.
If you have a question about our CCTV use or wish to request access to footage in which you appear, please contact us at manager@ashaadibi.co.uk.
12. Data Security
include:
- Password-protected and access-controlled systems
- Restricted access to personal data on a need-to-know basis
- Secure disposal of paper and digital records
- Use of reputable, GDPR-compliant third-party platforms
- Staff and volunteer training in data protection and confidentiality
In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner’s Office (ICO) within 72 hours and inform affected individuals where required by law.
13. Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was
collected, or as required by law.
- Student records – Retained for six years after the student’s 16th birthday, or longer
where required by law or safeguarding obligations. - Donation and Gift Aid records – Retained for six years from the date of the donation
in line with HMRC requirements. - General contact and supporter records – Retained for as long as you remain actively
engaged with us, or for up to three years after your last interaction. - Website analytics data – Retained in anonymised form for up to 26 months.
Where personal data is no longer required, it is securely deleted or anonymised.
14. Your Rights Under UK GDPR
You have the following rights in relation to your personal data:
- Right to Access – You can request a copy of the personal data we hold about you.
- Right to Rectification – You can ask us to correct inaccurate or incomplete data.
- Right to Erasure – You can request that we delete your personal data in certain circumstances (the right to be forgotten).
- Right to Restrict Processing – You can ask us to limit how we use your data in certain circumstances.
- Right to Data Portability – You can request a copy of your data in a structured, machine-readable format.
- Right to Object – You can object to processing based on legitimate interests or for direct marketing purposes.
- Right to Withdraw Consent – Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.
To exercise any of these rights, please contact our Data Protection Officer at info@ashaadibi.co.uk. We will respond within one month. We may need to verify your identity before processing your request.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
- Website: https://ico.org.uk/concerns/
- Telephone: 0303 123 1113
- Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
We would, however, appreciate the opportunity to address your concerns before you contact the ICO.
15. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The latest version will always be available on our website at ashaadibi.co.uk. We encourage you to review this policy periodically.
16. Contact Us
If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:
- General Email: manager@ashaadibi.co.uk
- Data Protection Officer: Saeed Arshe
- DPO Email: info@ashaadibi.co.uk
- Address: Ashaadibi Education & Cultural Centre, Tower Hamlets, London