Privacy Policy

1. Who we are

For the purposes of UK data protection law, the data controller is:

2. Information we may collect

The information we collect depends on how you use our website and which services you request.

For general enquiries, we may collect your name, email address, telephone number, enquiry type and any information you choose to include in your message.

For Nikah applications, we may collect information relating to the bride, bridegroom, representatives and witnesses, including names, ages, addresses, occupations and contact details. We may also collect information about the proposed Nikah, Mahr and the types of identity or address documents available. The online form does not request copies of those identity documents.

For membership applications, we may collect your name, address, telephone number, email address, employment status, payment method and an emergency contact telephone number.

For Imam recruitment, we may collect your name and contact details, location, Islamic qualifications, educational institution, Qur’an and Tajweed training, language ability, religious and community experience, right-to-work information, availability, personal statement, references and your CV.

Some information provided through our services may reveal or relate to religious beliefs or religious participation. Such information receives additional protection under UK data protection law.

Free-text fields and uploaded documents may also contain information that you choose to provide which we did not specifically request.

3. Information about other people

Some of our forms allow or require you to provide information about another person, for example:

• a Nikah witness or representative;
• an emergency contact;
• another participant in a Nikah application.

Where you provide another person’s information, you should make them aware that their details are being provided to Makki Muslim Society and direct them to this Privacy Policy where appropriate.

4. How we use personal information

We use personal information to operate Makki Masjid and provide the services requested from us. This includes responding to enquiries, administering Nikah applications, processing membership applications, assessing applications for employment or religious roles, communicating with applicants, arranging mosque and community services, maintaining appropriate organisational records and protecting our website and forms from misuse.

We may also process information where necessary to comply with legal, regulatory, safeguarding, financial or governance responsibilities.

We do not sell personal information.

5. Our lawful basis for processing

We only process personal information where we have a lawful basis under UK data protection law.

Depending on the circumstances, this may include processing that is necessary:

• to take steps at your request before entering into an agreement or providing a service;
• for our legitimate interests in operating Makki Masjid, responding to enquiries, administering our activities and protecting our systems;
• to comply with a legal obligation; or
• where you have provided consent and consent is the appropriate lawful basis.

Some information processed by Makki Muslim Society may constitute special-category personal data, particularly information revealing religious beliefs.

Where special-category personal data is processed, Makki Muslim Society will only process it where UK data protection law permits this and an appropriate condition under Article 9 of the UK GDPR applies.

6. Nikah applications

Nikah applications are sent to authorised Makki Masjid personnel by email.

The website generates a PDF copy of the application during processing. The PDF is created in memory and is not intentionally retained as a file on the website server.

A copy of the completed application and PDF may also be sent to the email address supplied by the applicant. Because the Nikah application contains information about other participants, applicants should ensure those individuals are aware that their details are included in the application.

7. Membership applications

Membership applications are sent to authorised Makki Masjid personnel by email.

A PDF copy is generated during processing and may also be emailed to the applicant. The website does not intentionally retain that PDF as a permanent file on the server.

8. Imam and recruitment applications

Information submitted through an Imam vacancy application is used to assess suitability for the advertised role and to communicate with the applicant about the recruitment process.

Applications and CVs are sent to authorised Makki Masjid personnel by email.

Uploaded CV files are temporarily handled by the website while the application is being processed and are then deleted from the website’s temporary application storage. Applicants receive an acknowledgement rather than a complete copy of their application and CV.

Additional recruitment information may subsequently be collected outside the website where necessary, for example references, right-to-work evidence, DBS or safeguarding information.

9. Madrasah and children’s information

Makki Masjid’s website does not currently process Madrasah admission applications directly.

Where you choose Apply for Admission or use the Parent Portal, you are directed to services provided by IBEUK/IBEAMS. Information entered into those external systems is processed according to the privacy arrangements applicable to those services.

Other external services, such as WhatsApp groups, are also governed by the privacy practices of their respective providers.

Parents and guardians should review the relevant provider’s privacy information before submitting children’s personal data.

10. Donations and payments

Online donations are processed using Donorbox.

Payment and card information entered into the Donorbox payment interface is processed by Donorbox and its payment providers rather than being submitted to Makki Masjid’s website application.

Where you use an external payment service, that provider’s own privacy policy and terms also apply.

11. Technical and security information

When you use our website, limited technical information may be processed for security and operational purposes.

Our forms use security measures including session identifiers, anti-forgery controls, rate limiting and anti-bot protection.

For some rate-limiting functions, an IP address may be converted into a hashed or pseudonymous identifier rather than being stored in plain text by the website application.

Our hosting provider and other infrastructure providers may separately maintain normal server and security logs containing information such as IP addresses, timestamps, requested pages and browser information.

12. Cookies and browser storage

Our website uses session-based technologies where necessary to operate secure forms and administrative functions.

The Qur’an section may use browser local storage to remember preferences such as:

• selected translation;
• Qur’an font size;
• selected reciter.

These preferences remain on your device rather than forming a user profile in our website database.

Some external services embedded in or accessed from the website, such as Cloudflare Turnstile, Google Maps and Donorbox, may use their own cookies or similar technologies.

At the time of this notice, the website does not intentionally use advertising or behavioural analytics trackers.

13. Who we may share information with

Where necessary, personal information may be accessible to authorised trustees, Imams, administrators or other authorised personnel acting on behalf of Makki Muslim Society.

We may also use external providers that help us operate our website and services, including providers of:

• website hosting;
• email delivery;
• anti-bot and website security services;
• payment processing;
• Madrasah administration;
• website content and technical infrastructure.

We may disclose information where required by law, regulation, safeguarding responsibilities or a competent authority.

We do not sell or rent personal information to advertisers or data brokers.

14. International processing

Some external technology providers may process information outside the United Kingdom.

Where personal information is transferred internationally, appropriate safeguards will be used where required by applicable UK data protection law.

15. How long we keep information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.

The appropriate period may depend on the nature of the record and may take into account religious or organisational record keeping, legal and regulatory requirements, safeguarding responsibilities, financial obligations, complaints, disputes and the need to establish or defend legal claims.

Website form data held temporarily in a session is ordinarily removed when it is no longer required for the form workflow.

Temporary Imam CV files are deleted from the website’s temporary application storage after processing.

Emails, correspondence, applications and records retained outside the website are subject to Makki Muslim Society’s organisational retention arrangements.

Where we no longer require personal information, we will delete it or securely dispose of it where reasonably practicable.

16. Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure or loss.

These measures include restricted access, secure form processing, validation, anti-forgery protections, rate limiting and other security controls.

No method of transmitting or storing information electronically can be guaranteed to be completely secure.

17. External websites

Our website contains links to third-party websites and services, including Madrasah resources, Qur’an resources, social platforms and other community services.

When you follow an external link, the third party becomes responsible for information you provide directly to them. We recommend reviewing their privacy information before submitting personal data.

18. Your data protection rights

Depending on the circumstances and the lawful basis relied upon, you may have rights relating to your personal information, including the right to:

• request access to personal information held about you;
• request correction of inaccurate information;
• request deletion of information in certain circumstances;
• request restriction of processing in certain circumstances;
• object to certain types of processing;
• request portability of information where applicable; and
• withdraw consent where processing is based on consent.

Not every right applies in every situation.

To exercise a data protection right, contact: m.masjid@yahoo.co.uk.

We may need to verify your identity before acting on a request.

19. Complaints

If you have concerns about how Makki Muslim Society has handled your personal information, please contact us first so that we have an opportunity to investigate.

You also have the right to complain to the Information Commissioner’s Office (ICO) (opens in a new tab), the UK’s data protection regulator.

20. Changes to this Privacy Policy

We may update this Privacy Policy when our website, services or data-processing activities change.

The latest version will always be published on this page together with the date it was last updated.