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PRIVACY POLICY

When you donate, participate, volunteer or even become a member of UKIM, you're trusting us with your information. We understand that this is a big responsibility and we work hard to protect your information and put you in control.

This Privacy Policy is meant to help you understand what information we collect, why we collect it and how you can update, manage, export and delete your information.

This Privacy Policy takes effect on 25th May 2018.

INFORMATION THAT UKIM COLLECTS

We want you to understand the types of information we may collect about you. UKIM collects information to better fulfil its charitable objectives – from giving you details on how your donations are being spent to keeping you informed about UKIM activities in your locality. The information UKIM collects, and how that information is used, depends on your relationship with UKIM.

When you create a donate towards UKIM or volunteer in one of our many events, you may provide us with personal information that includes your name and address. Even if you arent a donor or a volunteer, you might choose to provide us with information – like an email address to receive updates about our activities.

In general, there are four ways you can interact with UKIM, as a member of the public, as a donor, as a participant or a volunteer in our activities and finally as a registered UKIM member.

Donors

You may give us your personal data such as your name, home address, email, phone number and your payment details when you make a donation online, over the phone or even in person. We may also have information about you when you communicate with us further via email regarding your donation. If you provided any special instructions associated when you make your donation we will keep the information with your donation record.

Participant & volunteer

As a participant you may give us your personal data directly when you sign up for one of our services, events or activities.

We may hold information such as your name, phone number and address. For example, we may capture these details when you register your child(ren) for Islamic education at one of your local branches or if you volunteer to help with a national youth camp for girls.

In certain circumstances UKIM may also capture sensitive information about you, such as age or pre-existing medical conditions, if we need to account for such factors when providing the service you have requested from us. As a principle, UKIM will always limit the amount of sensitive data we will hold about you to the minimum necessary to provide the said service and remove the data when it is no longer necessary to keep it.

Member

If you are a UKIM member (i.e. Associate and Full Member), we will request your name, and personal address details when you sign up. We may also hold information about your qualifications, experience and visa status in the UK as well as payment information to enable us to process your subscription.

If you are an office bearer, for example a branch president, secretary or treasurer, we will collect and monitor the content that you create, upload or receive from others when using our IT platform (i.e. Microsoft Office 365). This includes things such as emails you send and receive, photos and videos that you save, docs and spreadsheets you create and comments you make on our platform.

Members of the public

We collect information from the browsers and devices that you use to access the UKIM website and applications. The information that we collect may include unique identifiers, browser type and settings, device type and settings, operating system, mobile network information including operator name and phone number and application version number. We also collect information about the interaction of any apps, browsers and devices with our services, including IP address, system activity, and the date, time and referrer URL of your request.

When someone visits our website, we use a third-party service called Google Analytics to collect aggregated information of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

 

WHY UKIM COLLECTS DATA

UKIM may hold and process your personal data to fulfil a variety of legitimate interests, including:

  • keeping a record of your donations and any related communications
  • claiming gift aid on your donations
  • sending you marketing information about our projects, fundraising activities and appeals where you have consented for us to do so
  • supporting community-based fundraising and campaigning
  • ensuring we do not send unwanted information to members of the public who have informed us they do not wish to be contacted
  • capturing and administering your registration for services, events and activities that we may hold in your locality or nationally
  • To keep you informed of our national and branch activities, particularly if you are a volunteer at one of our branches or a UKIM Member

We may also use your information to help improve the safety and reliability of our services. This includes detecting, preventing, and responding to fraud, abuse, security risks and technical issues that could harm UKIM, our users or the public.

KEEPING YOUR DATA

We will hold your personal information on our systems for as long as is necessary to fulfil our service to you or to meet our legal and regulatory obligations; for example, we will keep a record of donations subject to Gift Aid for at least seven years in order to comply with HMRC rules.

If you request that we stop sending you marketing materials we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us.

Where you contribute material to us, e.g. user generated content or in response to a particular campaign, we will only keep your content for as long as is reasonably required for the purpose(s) for which it was submitted unless otherwise stated at the point of generation.

When you register or participate in one of our services, events or activities we will remove your information for six months after the said activity has ended unless you give your consent for us to keep the information for longer

If you are a registered member of UKIM we will keep a record of your information so long as you remain an active member.

YOUR ARE IN CONTROL

You have choices regarding the information we collect and how its used. If you would like to request, modify and delete the information we may hold about you then please email privacy@ukim.org or call +44 20 7387 2157. 

SHARING YOUR INFORMATION

When UKIM shares your information

We will only use your information within UKIM for the purposes for which it was obtained. UKIM will not, under any circumstances, share or sell your personal data with any third party for their own marketing purposes, and you will not receive marketing from any other companies, charities or other organisations as a result of giving your details to us.

Sharing data with suppliers and service providers

We may need to share your information with service providers who help us to deliver our projects, fundraising activities and appeals, for instance through handling responses to our emergency appeals. These ‘data processors will only act under our instruction and are subject to pre-contract scrutiny and contractual obligations requiring strict data protection and information security. We do not allow these organisations to use your data for their own purposes or disclose it to other third parties without our consent and we will take all reasonable care to ensure that they keep your data secure.

Social Media Usage

We may also use your email address and phone number to match to your account on Facebook or other social media sites in order to show you UKIM content while using these services. We only do this where you have opted in to marketing emails or phone calls and we keep your data secure by encrypting it. No data we hold about you is retained by the third party.

In addition, we may also use your email address and phone number to link to Facebook or other social media sites in order to identify other users of these sites whom we believe would be interested in UKIM, and we may then show them UKIM content. No data we hold about you is retained by the third party.

There are two ways to prevent this use of your data, you can either update your preferences at UKIM by opting out of the relevant channel of communication or you can do this via the social media site.

Updating your preferences with UKIM will not guarantee that you never see UKIM content on social media, since the social media site may select you based on other criteria and without your data having been provided by UKIM.

Where legally required

We will also comply with legal requests where disclosure is required or permitted by law.

We will share personal information outside of UKIM if we have a good-faith belief that access, use, preservation or disclosure of the information is reasonably necessary to:

  • Meet any applicable law, regulation, legal process or enforceable governmental request.
  • Detect, prevent or otherwise address fraud, security or technical issues.
  • Protect against harm to the rights, property or safety of UKIM, our users or the public as required or permitted by law. 

Your data is only processed outside the EU where UKIM has verified that appropriate security and privacy standards and safeguards are in place.

KEEPING YOUR INFORMATION SECURE

UKIM has a duty to ensure that we build in strong security controls to continuously protect your information.  We work hard to protect you and UKIM from unauthorised access, alteration, disclosure or destruction of information we hold, including:

  • We use encryption to keep your data private while in transit
  • We review our information collection, storage and processing practices, including physical security measures, to prevent unauthorised access to our systems
  • We restrict access to personal information to UKIM employees, contractors and agents who need that information in order to process it. Anyone with this access is subject to strict contractual confidentiality obligations and may be disciplined or terminated if they fail to meet these obligations.

COMPLIANCE & COOPERATION WITH UK LAW AND GDPR

We regularly review this Privacy Policy and make sure that we process your information in ways that comply with UK and European regulation. As European Union (EU) data protection law applies to the processing of your information, we provide the facility described in this policy to exercise your right to request access to, update, remove, and restrict the processing of your information. You also have the right to object to the processing of your information.

We process your information for the purposes described in this policy, based on the following legal grounds:

  • With your consent
  • We ask for your agreement to process your information for specific purposes and you have the right to withdraw your consent at any time. For example, we ask for your consent to provide you with information about our charitable activities and appeals.

If you have questions, you can contact UKIM via privacy@ukim.org or call +44 20 7387 2157. You can contact the ICO if you have concerns regarding your rights under UK law.

Changes to this policy

We change this Privacy Policy from time to time. We will not reduce your rights under this Privacy Policy without your explicit consent. We always indicate the date when the last changes were published and we offer access to archived versions for your review. If changes are significant, well provide a more prominent notice (including, for certain activities, email notification of Privacy Policy changes).

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info@ukim.org Tel: 0207 387 2157 Fax: 0207 383 0867

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