Policy
Privacy notice
Last updated 13 October 2026
Draft for review. This policy is starter text supplied with the platform. The Guild's trustees or founding team must review it, and take professional advice where appropriate, before launch.
Who we are
The UK Imams Guild ("the Guild", "we") is the controller of the personal information described in this notice. Contact our data protection lead through the contact page (choose "Data protection").
What we collect, and why
| Information | Purpose | Lawful basis (UK GDPR) |
|---|---|---|
| Name, email, password (hashed), contact details | To create and secure your account and communicate with you | Contract (Art. 6(1)(b)) |
| Membership application (role, organisation, region, experience, qualifications, referee) | To assess eligibility for membership | Contract; legitimate interests |
| Membership records and fee status | To administer your membership | Contract; legal obligation (financial records) |
| Employment-support requests and documents | To provide the support you ask for | Contract; legitimate interests; for any special-category data, explicit consent or establishing/defending legal claims (Art. 9(2)(a)/(f)) |
| Competency self-assessments | To give you a private development report | Contract (a member service you choose to use) |
| Consultation responses | To understand members' views | Legitimate interests |
| Contract builder drafts and CPD record | To provide these member tools; private to you | Contract (Art. 6(1)(b)) |
| Mentor profile and mentoring requests (only if you take part) | To match mentors and mentees. Your profile is shown to approved members; requests are seen only by the two members involved; contact details are shared only when a mentor accepts | Contract (a member service you choose to use) |
| Membership verification (only if you opt in) | To let others confirm your membership | Consent — switch it off at any time on your membership card page |
| Job adverts and Charter signatures (from organisations) | To run the jobs board and the Fair Employer Charter | Legitimate interests |
| Directory listing (only if you opt in) | To help members connect | Consent — you can withdraw at any time in your profile |
| Security logs (sign-ins, IP address) | To keep the platform secure | Legitimate interests |
Membership of the Guild may itself indicate your religious belief, which is special-category data. We process it under Article 9(2)(d) (processing by a not-for-profit body with a religious aim, in respect of its members) and only share it with your consent. We do not ask for information about your beliefs, health or other special-category data unless it is genuinely needed — please do not include health information in a support request unless it is relevant.
Who can see your information
- Membership staff see application and membership details.
- Employment-support requests are visible only to you and the authorised Guild staff handling your request. Membership and content administrators cannot see them.
- Self-assessment results are visible only to you. Staff see only anonymised totals.
- Other members only see your directory entry if you opt in, and only the details you choose.
- We use service providers (hosting and email) under contracts that protect your data. We do not sell your data.
How long we keep it
See our data retention schedule.
Your rights
You have the right to access, correct, erase, restrict or object to the processing of your data, and to data portability. See your data rights. You can complain to the Information Commissioner's Office (ico.org.uk).