Privacy Policy - Ummah Hands

Introduction:

At Ummah Hands, we are committed to ensuring your personal data is kept secure and confidential. We respect your data privacy and the personal data we hold. We can assure you that we do not share personal data with another organization for any purposes and we do not sell it either. The Data Protection Act 2018 and the General Data Protection Regulation (EU) 2016/679 require that we provide you with information about why we collect and use your personal data. We will also outline your individual rights with regard to your personal data. This would help you understand and exercise your rights over your personal data. We aim to process your data fairly and transparently so you are fully aware of how your personal data is handled. This privacy statement also explains the framework of policies and procedures in place which allow us to keep your personal data safe and secure.

Who we are:

Ummah Hands is a UK-based charity establishment with a vision to transform the lives of the disadvantaged members of our global society. At Ummah Hands, we believe everyone should be given the opportunity to live with dignity. More than this, we at Ummah Hands see charity as a given duty of those who are blessed with more, towards their fellow brothers in humanity. We take our inspiration from the Islamic principles of self-sacrifice, empathy, and brotherhood, and aim to see these principles in reality through our work. Ummah Hands works by the non-discriminatory ethics of Islam, providing our facilities to people of all backgrounds, and faiths, men, women and children. Our efforts are currently concentrated in UK and Bangladesh.

Your rights over your personal data:

You may provide us with information about you when you write to us, call us, submit an inquiry form, or make a donation. This may include your name, address, email address, telephone number, payment details, gift aid status, etc., and information you provide in any correspondence with us. As you may provide personal and sensitive information, it is our responsibility to ensure that your data is processed securely. We have outlined your rights over your personal data below;

Right to be informed: You have the right to be informed about the collection and use of your personal data at Ummah Hands.

Right to withdraw consent: You have the right to withdraw your consent at any time. Once consent is withdrawn, Ummah Hands will no longer process your personal data.

Right of access (also known as subject access): You have the right to obtain a copy of your personal data, as well as other supplementary information we hold at Ummah Hands.

Right to object and/or restrict processing: You have the right to know why your personal data is being collected and used, and to request that this is restricted or stopped.

Right of data portability: You have the right to obtain and reuse your personal data for your own purposes across different services. Thus, you can request that Ummah Hands transfer a copy of your personal data to another organization.

Right of erasure: You have the right to request that your personal data that we hold is erased. If you believe we hold information that is no longer necessary or accurate then you can ask for the data to be deleted from our records.

Right of rectification: If you believe your personal data that we hold is inaccurate or incomplete, you have the right to request that it is corrected or updated.

Privacy statement for our supporters:

When do we collect your personal data?

When you make a donation to us
When you register for or attend, one of our events
When you contact us by email, telephone, letter or through our website
When you subscribe to any of our updates or email newsletters
When you visit and use our website (See “Use of Cookies” section)
When you interact with us on our social media platforms
When you participate in a survey or complete any of the forms on our website
When you report a problem or provide feedback about our website
The information you give us may include your name and personal contact details (such as address, email address and phone number), your personal preferences to particular requests or services, financial and credit card information
With regard to each of your visits to our website, we may automatically collect the following information:

– Internet Protocol (IP) address used to connect your computer to the Internet, browser type and version, browser plug-in types and versions, operating system, and platform

– Information about your visit, including the full Uniform Resource Locators (URL), download errors, length of visits to certain pages, methods used to browse away from the page, and any phone number used to call our client service number

Why do we collect and use your personal data?

To process your donations and gift aid declarations
To send you confirmation of your donation
To keep you informed about our activities and ways to support us. Please note – we will only send you marketing materials by email, phone, or SMS text if you have provided your consent. You can withdraw your consent at any time
To deal with your queries, requests, and responses to our projects and campaigns
To personalize our services; for example, we may use personal data you have given us and your interactions with our services to help us predict your interests and to send you marketing materials that we think might be of most interest to you
To improve our services; for example, if we are allowed, we may send you a survey to seek your feedback on our services
To notify you about changes to our service/s
To improve our website to ensure that content is presented in the most effective manner

In what situations do we collect personal data from other sources?

When you agree to support us through a third-party fundraising site such as JustGiving
If we are allowed to send you marketing materials, we may use sources in the public domain to check that your marketing preferences and contact details are accurate and up-to-date
When we receive significant donations or support we run a background check using publicly available sources and a third party screening

In what situations do we share personal data with other organizations?

If we receive Gift Aid from you, we may be required to share your personal data with Her Majesty’s Revenue & Customs (HMRC) to receive the tax rebate
With law enforcement agencies if we receive a valid legal instruction
If you register for one of our events, we may be required to share your personal data with event organizers for health and safety purposes
If you use a debit or credit card to make a donation, we will share your personal data with a payment processing partner
If we are required by law, we may share your personal data with data cleaning companies to ensure that the data we hold about you is accurate and up-to-date
We only share personal data with another organization if we have a legal basis to do so

What is our legal basis for collecting and using personal data?

Where we have your consent; for example, we will only send you emails and SMS texts with your consent. You can withdraw this consent at any time
Where the processing is necessary to enter into or fulfill the terms and conditions of a contract; for example, when processing your donation made to us
Where the processing is required under the law; for example, disclosing your personal data to a law enforcement agency if we receive a valid legal instruction

Privacy statement for our employees:

When do we collect your personal data?

When you apply for a position with us or contact us in relation to volunteering/fundraising for us
As part of the daily administration and management of your contract with us. For example:
- You let us know if there is a change to your personal data
- You apply for or notify us of leave
- You complete your appraisal
- You make a formal complaint or raise a concern about your work with us
As part of the daily administration of work-related activities. For example:
- You use an ICT approved or ICT provided system or technology.
- You attend or complete one of our training courses
- You make a formal complaint or raise a concern

Why do we collect and use your personal data?

To recruit and select employees
To enable payment of salary, tax, pension contributions, and expenses
To manage your contract with us. For example, processing leave requests and maintaining appropriate levels of conduct and performance, etc.
To take appropriate action in the event that a formal complaint or concern is raised, including safeguarding
To run background checks in accordance with our policies and procedures
To plan staffing levels and necessary cover

Other employees might access your personal data where this is required for work purposes. Where this is the case, the organization relies on all employees to access and use personal data in accordance with their obligations under our data protection policy.

In what situations do we share personal data with other organizations?

With Her Majesty’s Revenues & Customs (HMRC) for taxation purposes
With law enforcement agencies if we receive a valid legal instruction
With third parties that we contract to administer HR activities on our behalf including payroll, pension and health/insurance cover providers
As part of our recruitment and selection processes, we might run a background check on you. This may include sharing your personal data with employment agencies, previous employers, and/or the Disclosure & Barring Service (DBS)

We only share personal data with another organization if we have a legitimate reason to do so. In all of the above cases, we will ensure that we have a formal contract in effect with the organization that includes data privacy clauses to ensure that they cannot use personal data for their own marketing purposes, and are able to securely store and protect your personal data.

What is our legal basis for collecting and using personal data?

Where the processing is necessary to enter into or fulfill the terms and conditions of a contract. For example, to enable payment of your salary, tax, pension contributions, and expenses
Where the processing is required under the law
Where the processing is in our legitimate interests. For example, using your leave details to plan staffing levels and necessary cover
Where the processing is in your vital life interest. For example, sharing your personal data with emergency services in the event of a medical emergency

Use of Cookies:

When you visit our website we may send your browser a cookie. A cookie is a small text file stored on your computer that helps us recognise you when you return to our website and can tell us whether or not you have visited the site previously. Your browser will tell us if you have these cookies, and if you do not, we may generate new ones. We use cookies to provide you with a smooth and efficient experience while using our online services. You can set your browser to accept or decline all or some browser cookies or to alert you when a website sets or uses cookies. You can disable cookies from our site at any time – all modern browsers allow you to change your cookies settings, and these settings will typically be found in the ‘options’ or ‘preferences’ menu of your browser. However, if you choose to decline or disable cookies it may affect your ability to use some of the features on our website.

How long we keep personal data:

We retain the personal data processed by us in line with our data retention policy. We keep the personal data for as long as it is considered necessary for the purpose(s) for which it was collected. As a result, the length of time we retain each category of personal data varies and depends on the reason it was collected and our statutory and contractual requirements. There may also be occasions that will require data to be kept for longer; however, this will typically be for legal purposes.

Changes to the privacy statement:

We keep our Privacy Policy under regular review and we will place any updates on this webpage. If material changes are made we will place a prominent notice on our website. This privacy statement was last updated on 2^nd February 2021.