Privacy Policy
1. Introduction
Al Fatima Foundation ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website, contact us, donate, volunteer, or participate in our programmes.
We are registered as a charity in the UK and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
By using our website or providing us with your personal data, you agree to the practices described in this policy.
2. Information We Collect
We may collect and process the following types of personal information:
a) Information you provide to us voluntarily:
Contact details: Name, email address, phone number, and postal address.
Demographic information: Age, date of birth, gender, and background (if relevant to our programmes).
Donation details: Payment information (processed securely via third-party providers; we do not store full payment card details).
Volunteer/event registration: Emergency contact details, health or accessibility requirements (to ensure your safety during activities).
Communications: Any messages, inquiries, or feedback you send to us via email, contact forms, or social media.
b) Information we collect automatically:
Technical data: IP address, browser type, operating system, device information, and referring URLs.
Usage data: Pages visited, time spent on the site, and interactions with our content (collected via cookies – see Section 8).
c) Information from third parties:
We may receive information from third-party payment processors (for donation verification) or social media platforms (if you interact with us through those channels).
3. How We Use Your Information
We use your personal data for the following purposes:
To process and acknowledge donations, including Gift Aid claims.
Legal basis: Contractual necessity / Legal obligation
To register you for events, programmes, or volunteering opportunities.
Legal basis: Contractual necessity / Legitimate interest
To communicate with you about our activities, updates, and impact (with your consent where required).
Legal basis: Consent / Legitimate interest
To respond to your inquiries, feedback, or complaints.
Legal basis: Legitimate interest
To improve our website, services, and user experience.
Legal basis: Legitimate interest
To comply with legal and regulatory obligations (e.g., charity reporting, safeguarding).
Legal basis: Legal obligation
To send you promotional or marketing communications (only with your explicit consent).
Legal basis: Consent
We will never sell, rent, or trade your personal information to third parties for marketing purposes.
4. Legal Basis for Processing
Under UK GDPR, we rely on the following legal bases for processing your data:
Consent: Where you have given us clear permission to process your data for a specific purpose (e.g., marketing emails).
Contractual necessity: Where processing is necessary to fulfil a contract with you (e.g., event registration).
Legal obligation: Where we are required by law to process your data (e.g., Gift Aid reporting to HMRC).
Legitimate interest: Where processing is in our legitimate interest and does not override your rights (e.g., improving our services).
5. How We Store and Protect Your Data
We take data security seriously and implement appropriate technical and organisational measures to protect your personal information, including:
Secure servers and encrypted data transmission (SSL/TLS).
Restricted access to personal data to authorised staff and volunteers only.
Regular reviews of our data protection practices.
Secure storage of physical records (where applicable).
While we strive to protect your data, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but will notify you and the relevant authorities in the event of a data breach as required by law.
6. How Long We Keep Your Data
We will retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy, unless a longer retention period is required by law.
Donor records (including Gift Aid declarations): Retained for 6 years (as required by HMRC).
Volunteer/participant records: Retained for 3 years after last engagement.
General inquiries and correspondence: Retained for 2 years.
Marketing consent records: Retained until you withdraw consent.
After the retention period ends, your data will be securely deleted or anonymised.
7. Your Rights Under UK GDPR
You have the following rights regarding 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 data (subject to legal obligations).
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 your data in a machine-readable format.
Right to object: You can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: You can withdraw your consent at any time where processing is based on consent.
To exercise any of these rights, please contact us at:
Email: [email protected]
We will respond to your request within 30 days as required by law. There is usually no fee for making a request, but we may charge a reasonable fee for excessive or repetitive requests.
8. Cookies
Our website uses cookies to enhance your browsing experience and analyse site traffic. Cookies are small text files stored on your device.
We use the following types of cookies:
Essential cookies: Necessary for the website to function properly (e.g., security, session management).
Analytical/performance cookies: Help us understand how visitors use our site (e.g., Google Analytics) so we can improve it.
Functional cookies: Remember your preferences and settings.
You can manage or disable cookies through your browser settings. However, disabling certain cookies may affect the functionality of our website.
9. Sharing Your Data with Third Parties
We may share your data with trusted third parties only when necessary:
Payment processors: To securely process donations (e.g., Stripe, PayPal). We do not store your payment details.
IT service providers: For website hosting, email services, and data storage.
HMRC: For Gift Aid claims.
Legal or regulatory authorities: If required by law.
10. International Data Transfers
We primarily store and process data within the UK and EEA. If we use third-party services based outside the UK/EEA, we ensure appropriate safeguards are in place (such as Standard Contractual Clauses) to protect your data in accordance with UK GDPR requirements.
11. Children's Data
We are committed to protecting the privacy of children. If we collect data from minors (under 18), we do so with the explicit consent of a parent or guardian. We do not knowingly collect data from children without such consent. If you believe we have collected a child's data without proper consent, please contact us immediately.
12. Links to Other Websites
Our website may contain links to third-party websites. This Privacy Policy applies only to our site. We are not responsible for the privacy practices of external websites and encourage you to read their privacy policies before providing any personal data.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. Any updates will be posted on this page with a revised "Last Updated" date.
We encourage you to review this policy periodically.
14. How to Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact us:
Al Fatima Foundation
Email: [email protected]
Website: alfatimafoundation.co.uk
Location: London, UK
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