Privacy Policy

This Privacy Policy explains how Kilburn Islamic Centre (KIC) collects, uses, stores, and shares personal information when you use our website and services.

Who we are

"KIC", "we", "us" and "our" refers to Kilburn Islamic Centre.

If you have questions, contact us using the details in the Contact us section.

What this covers

This policy applies to personal information we process through:

Our website and pages that link to this policy
Contact forms and enquiries
Donation pages and event sign-ups (where run by us or our providers)

It does not cover third-party websites we link to. Those sites have their own policies.

Information we collect

We only collect what we need, depending on how you interact with the site.

Information you give us

Contact details: name, email, phone number (if you provide it), message contents
Enquiries: department or topic you select (if the form includes it)
Event sign-ups (if used): name, contact details, attendance info
Trip and event registrations: name, date of birth, contact details, an emergency contact's name and number, and any health, medical or dietary information you choose to tell us
Donations to a fundraising page: your name, email address, any message you leave, and whether you asked to give anonymously
Gift Aid: if you make a Gift Aid declaration, your full name, home address and postcode
Donations: we do not store full card details. Payments are processed by our payment provider(s), who will collect the payment information directly.

Information collected automatically

Basic technical data: IP address, browser/device type, pages visited, approximate location (derived from IP), and site performance data
Cookies: small files used to make the site work properly and (if enabled) to understand website usage

How we use your information

We use your information to:

Respond to enquiries and messages
Route enquiries to the right team (if you choose a topic or department)
Run and improve the website (security, performance, analytics)
Administer events (if applicable)
Process donations via our payment provider(s)
Comply with legal obligations and protect our rights, for example preventing fraud or misuse

Health information and emergency contacts

Some trips ask about medical conditions, medication or dietary needs so that the people leading the trip can keep you safe. Health information is "special category" data under UK GDPR, and we process it only with your explicit consent, which you give when you submit the form. You do not have to provide it, and you can ask us to delete it at any time.

We share it only with the people who need it to run the trip safely, such as the qualified guides leading a group.

If you give us an emergency contact, please make sure that person is content for you to share their details with us. We use them only to reach them in an emergency connected to the trip.

Gift Aid

If you make a Gift Aid declaration, we must keep your name, home address, postcode and the declaration itself so that HMRC can verify the claim. Our lawful basis is legal obligation. These records are not shown publicly.

Information we publish

If you donate to a participant's fundraising page, we show your first name, the amount and any message you leave on that page. If you choose to give anonymously your name is not shown. Your email address is never published.

We rely on one or more of the following:

Legitimate interests: running and improving the website, responding to enquiries, preventing abuse
Contract: where you request a service from us, for example event registration
Legal obligation: where we must keep certain records
Consent: where required, for example non-essential cookies and certain marketing
Explicit consent: special category data, such as health information you give us for a trip

We may share personal information with:

Service providers who help us run the website (hosting, security, analytics)
Payment providers for donations (they process payment details)
Email and form tools used to receive and manage enquiries
Professional advisers (legal, audit) where needed
Authorities if required by law or to protect safety or rights

We do not sell your personal information.

Cookies

We use essential cookies to make the site work. If we use analytics or marketing cookies, we will ask for consent where required and give you a way to manage cookie preferences.

How long we keep information

We keep personal information only as long as necessary:

Enquiries: typically retained for a reasonable period to manage follow-ups and records
Donation and finance records: retained as required by law and accounting rules
Trip registrations: kept for the trip and a reasonable period afterwards for safety and accounting purposes
Health information: deleted once the trip it relates to has finished, unless we are required to keep it longer
Gift Aid records: kept for as long as HMRC requires, currently at least six years after the end of the accounting period the claim relates to
Security logs: retained for a limited period to protect the website

You may have the right to:

Access your personal information
Correct inaccurate information
Request deletion (where applicable)
Object to or restrict certain processing
Withdraw consent (where we rely on it)
Complain to the UK supervisory authority: the Information Commissioner's Office (ICO)

Contact us

Kilburn Islamic Centre 292-294 Kilburn High Road, London NW6 2DB +44 (0)20 3597 9898