Privacy Policy

Introduction

Al Hikmah School is committed to protecting the privacy and security of personal information. This Privacy Policy explains how we collect, use, store, and protect the personal data of students and their families who register with our weekend Islamic school.

Information We Collect

When you register your child at Al Hikmah School, we collect the following information:

Student Information

• Full name (first, middle, and last name)
• Date of birth
• Gender
• Medical conditions including allergies, asthma, and other health concerns
• Regular medications
• Learning disabilities or special educational needs

Family Information

• Parents' or guardians' full names
• Home address (house number, street, town, postcode)
• Contact telephone numbers (home and mobile)
• Email addresses

Additional Information

• Any other relevant information you choose to provide
• Information about how you heard about our school
• Digital signature and date

How We Use Your Information

We use the personal information we collect for the following purposes:

• Educational Administration: To register and enroll students, maintain accurate records, and manage class assignments
• Health and Safety: To ensure the wellbeing of students by being aware of medical conditions, allergies, and special needs
• Communication: To contact parents or guardians regarding school matters, attendance, events, and emergencies
• Emergency Situations: To respond appropriately in case of medical emergencies or urgent situations
• Educational Support: To provide appropriate support for students with learning disabilities or special educational needs
• School Improvement: To understand how families learn about our school and improve our outreach

Legal Basis for Processing

We process personal data under the following legal bases:

• Consent: You provide explicit consent when submitting the registration form
• Legitimate Interests: Processing is necessary for the legitimate interests of operating an educational institution
• Vital Interests: In emergency situations, we may process data to protect the vital interests of students

Data Storage and Security

We take appropriate technical and organizational measures to protect your personal information:

• Data is stored securely using encrypted cloud services (Firebase)
• Access to personal information is restricted to authorized school staff only
• We implement appropriate security measures to prevent unauthorized access, disclosure, or loss of data
• Regular backups are performed to prevent data loss
• Staff members are trained on data protection principles and confidentiality

Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this policy:

• Active Students: Records are maintained throughout the student's enrollment at Al Hikmah School
• Former Students: Records may be retained for up to 7 years after a student leaves the school for legitimate educational and legal purposes
• Safeguarding Records: Certain records related to safeguarding may be retained for longer periods as required by law

Sharing Your Information

We do not sell or rent personal information to third parties. We may share information only in the following limited circumstances:

• Emergency Services: In medical emergencies, we may share relevant health information with emergency services
• Legal Obligations: When required by law or to comply with legal processes
• Safeguarding: When necessary to protect the welfare of a child, we may share information with relevant authorities
• Service Providers: We may use trusted third-party service providers (such as cloud storage) who process data on our behalf under strict confidentiality agreements

Your Rights

Under UK data protection law, you have the following rights:

• Right to Access: You can request a copy of the personal information we hold about you or your child
• Right to Rectification: You can request that we correct any inaccurate or incomplete information
• Right to Erasure: In certain circumstances, you can request that we delete your personal information
• Right to Restrict Processing: You can request that we limit how we use your information
• Right to Object: You can object to certain types of processing
• Right to Data Portability: You can request that we transfer your data to another organization
• Right to Withdraw Consent: You can withdraw consent at any time, though this may affect your child's enrollment

Children's Privacy

We are committed to protecting the privacy of children. All personal information about students is collected from and with the consent of parents or legal guardians. We do not knowingly collect information directly from children under the age of 13 without parental consent.

Photography and Videos

Occasionally, we may take photographs or videos during school activities for educational purposes or promotional materials. We will seek separate explicit consent before using any images that identify individual students.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify parents of any significant changes via email or through announcements at the school.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact us:

Complaints

If you are not satisfied with how we handle your personal information, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):