How we keep our community safe and accountable

What we collect

Contact details from enquiries, volunteer and sponsor forms; guardian, child, medical and consent details for Madrasah registration; applicant, wali and witness details and identity documents for Nikah applications; donor details where Gift Aid is claimed.

Why we use it (lawful basis)

To deliver a service you have asked for (contract), to meet legal duties such as safeguarding and Gift Aid records (legal obligation), to protect a child in an emergency (vital interests), and for photographs or updates only with your consent.

Keeping it safe

Records are held on access-controlled systems available only to authorised trustees and leads. Paper forms are stored securely and shredded when no longer required. Identity documents are deleted once the Nikah has been solemnised and recorded.

How long we keep it

Enquiries: up to 12 months. Volunteer records: while active plus 2 years. Madrasah records: while enrolled plus 2 years. Safeguarding records: in line with statutory guidance. Gift Aid records: 6 years, as HMRC requires.

Your rights

You may request access, correction, deletion, restriction or objection by emailing info@bromleyislamiccentre.org.uk. We respond within one month. If unhappy, you can complain to the Information Commissioner’s Office (ico.org.uk).

ICO registration

Registered with the Information Commissioner’s Office (ICO)

Registration No: [TO BE ADDED]

Responsibilities

The Head of Operations holds day-to-day responsibility for health and safety, reporting to the trustees. Everyone attending is asked to follow stewards’ instructions.

Temporary venues

Before using any hall we confirm the venue owner’s fire procedures, capacity limits and insurance, and complete our own risk assessment covering exits, shoe storage, wudu areas and crowd flow.

Fire and evacuation

Exits are kept clear at all times. Stewards are briefed on the assembly point at each venue, and congregational numbers are kept within the permitted capacity.

First aid and incidents

A first-aid kit and, wherever possible, a trained first-aider are present at Jumu’ah, Madrasah and events. All accidents and near misses are logged and reviewed.

Hygiene

Prayer carpets, washrooms and wudu areas are cleaned regularly, and food served at events follows basic food hygiene practice.

Stage 1: Informal

Speak to the person involved or the relevant lead. Most matters can be resolved quickly this way.

Stage 2: Formal

Write to info@bromleyislamiccentre.org.uk. We acknowledge within 7 days and the Head of Operations aims to respond in full within 28 days.

Stage 3: Trustees

If you remain dissatisfied, ask for the matter to be reviewed by trustees not previously involved. Their decision concludes our internal process. You may then contact the Charity Commission where appropriate.

Whistleblowing

Volunteers and trustees who suspect wrongdoing, such as financial misconduct, safeguarding failures or breaches of law, should report it to the Chairman or any trustee. Reports made in good faith are protected, and no one will be disadvantaged for speaking up.

Safeguarding concerns

Concerns about the welfare of a child or adult at risk are not complaints and must follow the Safeguarding procedure immediately.

For everyone

Treat others with respect and patience, follow stewards’ guidance, respect the venue and its neighbours, and keep children supervised.

For volunteers and teachers

Uphold safeguarding rules at all times, never use physical punishment, avoid private one-to-one contact with children online or offline, keep information confidential and represent the centre honestly.

For trustees

Act in the best interests of the charity, declare conflicts of interest, take decisions collectively and follow Charity Commission guidance on trustee duties (CC3).

Unacceptable behaviour

Harassment, abuse, discrimination, intimidation or extremist promotion will not be tolerated and may lead to removal from roles or exclusion from activities.

Our commitment

We welcome Muslims of every heritage, school of thought and language, as well as neighbours of other faiths and none. Volunteer roles are open on merit and suitability.

Accessibility

When choosing venues we consider step-free access, seating for those who cannot pray standing, and suitable facilities for sisters, families and people with disabilities. Please tell us of any needs in advance.

Religious practice

As a place of worship, some activities are organised in line with Islamic practice, such as separate prayer spaces. This is permitted under the Act’s religious exceptions and is applied with courtesy.

Collections

Cash from Jumu’ah and Ramadan collections is counted by at least two unrelated people, recorded on a signed sheet and banked promptly.

Payments

Payments require trustee approval and, above an agreed threshold, two authorised signatories. Receipts are kept for all expenditure.

Due diligence

We take reasonable steps to know the source of large or unusual donations and will decline any gift where we have concerns. Suspicions are reported to the trustees and, where required, to the authorities.

Gift Aid and reporting

Gift Aid declarations are kept for HMRC audit, and annual accounts are prepared and filed as the law requires.

Our position

We do not endorse parties or candidates, and our premises, channels and funds are never used for party campaigning.

Civic engagement

We may encourage voter registration, host balanced hustings where all candidates are invited, and comment on issues directly affecting our charitable purposes.

Speakers

Guest speakers are approved in advance by the trustees and must respect UK law and this policy.

Consent

Photo and video consent for children is recorded on registration and can be withdrawn at any time. Adults may ask not to be filmed during events or live khutbahs.

What we publish

We avoid close-up images of children, never publish children’s full names alongside images, and remove content promptly on request.

Official channels

Only authorised volunteers post on the centre’s accounts. Volunteers should not contact Madrasah pupils through personal social media.

Declaring interests

Trustees and senior volunteers keep a register of interests, updated annually and whenever circumstances change, covering business, family and financial links.

Managing conflicts

Anyone with a conflict on a matter declares it at the start of the meeting, takes no part in the discussion or decision, and the outcome is minuted.

Benefits to trustees

No trustee receives payment or benefit from the centre unless permitted by our governing document and charity law.

Risk register

Trustees keep a risk register covering safeguarding, health and safety, venues, finance, data and reputation, reviewed at least annually.

Controls

Each significant risk has an owner and agreed actions, such as risk assessments, insurance, financial controls and safer recruitment.

Review

Incidents and near misses are used to update the register and improve our procedures.

What counts

Significant harm to beneficiaries or volunteers, safeguarding allegations, fraud or theft, significant financial loss, criminal investigations and events that could seriously damage the centre’s reputation.

How we report

Concerns go immediately to the Chairman or Safeguarding Officer. Trustees decide on reporting to the Charity Commission, police, Local Authority or other regulators without delay.

Records

Every serious incident is recorded with actions taken and lessons learned, and reviewed by the trustees.

Our approach

Appeals are clear and truthful. We never pressure donors and respect requests not to be contacted.

Designated donations

Donations designated for a particular appeal or project are recorded and administered according to the stated purpose of that appeal and the Centre’s financial controls.

Accountability

Donations are counted, banked and recorded under our Financial Controls policy. Gift Aid is claimed only with a valid declaration.

Recruitment

Volunteers apply through our form and are matched to suitable roles. For relevant child-facing roles, appropriate safeguarding and DBS checks are required where applicable, along with references.

Induction and support

Every volunteer receives an introduction to their role, our Code of Conduct, health and safety and safeguarding procedures, with a named lead for support.

Expectations

Volunteers follow our policies, keep information confidential and tell their lead if they can no longer attend. Agreed out-of-pocket expenses are reimbursed with receipts.