Privacy Notice

This privacy notice explains how we use any personal information we collect about you.

NZF has a legal duty to protect your information and provide you with information about the rights that you have. As we control how the information we collect will be used, the law refers to us as a ‘data controller’. Our registered address is National Zakat Foundation, 124 City Road, London EC1V 2NX

We keep our privacy notice under regular review. This privacy notice was last reviewed and updated in November 2023.

What personal information do we  collect?

The information may be collected from a payment, an application for support, live chat session, post, digital sources such as our website or social media sites, telephone or SMS.

The personal information we collect will depend on the nature of your interaction with NZF but is likely to include some of the following information

“Personal information”

All contacts:

Name
Postal address
Email addresses
Telephone number
Contact preferences

Givers: in addition, we will collect:

Tax payer status – to understand if we can claim Gift Aid
Bank details – where you are entering into an agreement to make a regular donation or payment to NZF we may need your bank details. Where we ask you to make a payment on our website the charity does not record this information and it is not stored on our systems.

Applicants: in addition, we will collect:

Gender
Date of birth
Supplementary documentation you provide for example bank records, proof of income, employment records or proof of debt

“Special or sensitive information”

For applicants: we will collect:

Religious belief
Marital status
Nationality
Ethnicity
Social security benefits

Why do we collect this information?

The personal information we collect from you is used to provide you with information, services or products you have requested and for administration purposes.

Givers and Supporters

We will use the information we collect from you, including your level of interest, support for us and location, to tell you more about our work and improve the experience we offer you. We will also thank you for your support, and invite you to continue to support us.

We may also use your information to invite you to fundraising or other events, or to ask if you would be able to increase your support.

We will also process your information based on our legitimate interest to improve our fundraising strategies. This will include analysing the information we collect about you and using publicly available information to aid our understanding of our supporters, understand the level of potential donations, profile supporters into categories and help provide a personalised service to you on our website content and emails.

This may also include social media advertising. We will always do this in compliance with the rules in relation to direct marketing, including those set out by the Fundraising Regulator.

Job applicants

We will use the information we collect from you to process and consider your application for a role at NZF. Your information will only be shared with our Human Resources department and other NZF staff who will be involved in the selection and recruitment process. We will only request a reference with your prior consent. We will only request a DBS where it is specified on the job description or with your prior consent.

Phone calls

We may record both inbound and outbound phone calls based on our legitimate interest in monitoring our service and training our staff. If there is a dispute or misunderstanding about what was said during a telephone call, we may use call recordings to help clarify the contents of conversations we have had.

Market research and demographic data

We have a legitimate interest in ensuring we continue to improve, and we may use your contact details to contact you to ask for your comments and opinions on how we might improve and develop our services. We may also use your information to study and better understand the composition of our applicant and supporter base.

Corporate communications

We have a legitimate interest in building strong relationships with external companies that operate in sectors that we work in, and may store and use details of contacts at these companies to send regular communications. Any regular email communications sent will include an unsubscribe link, and we will remove contact details on request.

How we use your personal data

Purpose/Activity	Type of Data	Lawful basis of processing
To provide information that you have requested	Identity, Contact	Legitimate interests, To enter to into a contract

To manage our relationship with you (including updating you with important changes)	Identity, Contact	Performance of a contract, Legitimate interests

To keep you informed about our events, updates and opportunities	Identity, Contact, Marketing	Legitimate interests

To provide you with a service	Identity, Contact, Profile	Performance of a contract

To administer and protect our business and website (including troubleshooting, data analysis, testing, system maintenance, support, reporting, and hosting of data)	Identity, Contact, Technical	Legitimate interests

To use data analytics and to improve our website, services, marketing, and consumer experiences	Contact, Technical	Legitimate interests

Where we are processing your personal data for our legitimate interests, you may object to the processing of your personal data.

We need certain personal data from you to be able to provide services to you.

Personal Data We Collect from You

We collect personal data when:

you enquire about using any of our services
we provide you with our service(s)
you register an interest in supporting us
you complete one of our surveys

When will we share your information?

We are committed to keeping your personal data safe and secure and will never sell or swap your information with other charities or organisations.

We may obtain your consent to share your information with third parties so that we can provide you with our service. We will not normally share any information we hold about you to others without your prior consent, unless one of the following exceptions apply:

If it is necessary for law enforcement or similar purposes. We may disclose personal information if required to do so by law or if we believe that such action is lawful and necessary to protect and defend the rights, property or personal safety of NZF and our stakeholders and for other lawful purposes.
For the legitimate interest of reviewing the quality of our services.
As a necessary part of providing you with our service(s) or contacting you as a supporter — for example, by using a third party mailing house to process our communications;
As a necessary part of ensuring we comply with our legal obligations as a data controller — for example, by using a third party to migrate data or ensure it is accurate and up-to-date;

How can you change the way we contact you?

At any time, you can request to change how we contact you and what for – or to request that we do not contact you further. You can update your contact preferences at any time by contacting the NZF team on [email protected]

What if I’m under 16?

If you are under 16, please ask your parent or guardian’s permission before you send us any information about yourself.

Also, if you do use our sites to find out about fundraising, campaigning or supporting the work of NZF, please let an adult know.

International Data Transfers

Your personal data may be transferred internationally to our third-party service providers.

We require everyone we work with to keep your personal data confidential and secure.

We ensure that suitable protection is maintained at all times by ensuring that appropriate safeguards are in place.

How long do we keep your information for?

We will take all reasonable steps to ensure that the information we hold about you is kept secure. We will only hold your personal data for as long as it is required in line with our Data Retention Policy. Deleting your information may involve either the removal of the data or its anonymisation, meaning that it no longer continues to be personal data that will identify you. The following list sets out some of the main retention periods we have in place for the data we hold:

Applicants:

7 years from date of last interaction to allow us to analyse our applicant outcomes.

Givers and Supporters:

6 years from date of last interaction to allow us to keep supporters informed of our work. This is also a HMRC requirement in relation to Gift Aid records.

Phone call recordings:

2 years from date call recorded for training and monitoring.

Job application forms (if unsuccessful):

6 months from the date of offer or rejection, except if any claim is made within that time, in which case the claimant’s data will be held until completion of the claim.

What are your rights over your information?

You have the following rights in relation to your information:

You may withdraw consent where we are using your information on the basis of this consent
You may object where we are using your information on legitimate interest grounds or for the purpose of direct marketing
You can ask us what information we hold about you and can request a copy of this. There is normally no fee for this — unless a request is manifestly unfounded or excessive
You can ask us to correct information we hold about you if it is inaccurate
You can ask us to erase your information in some circumstances
You can ask us to stop using your information for a period of time if you believe we are not doing so lawfully

To submit a request by email or post, please use the contact information provided below. We will deal with your request within one month, unless it is particularly complex, in which case we will contact you within one month to let you know that we may need extra time to comply.

Profiling

We do not collect data from you to build user profiles.

Automated Decision-Making

We do not use any automated processes to make decisions about you that produce legal or significant effects concerning you.

Statutory & Contractual Obligation

You are under no statutory or contractual obligation to share your personal data with us.

What is your right to complain?

If you have a complaint about NZF’s use of your information, you can contact the Information Commissioner’s Office via their website at www.ico.org/concerns or write to them at:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

How to contact us:

Website: Get in touch | NZF

Email: [email protected]

Post:  Data Protection Officer, National Zakat Foundation , 124 City Road, London EC1V 2NX

For more information about your legal rights in relation to the information we hold about you, visit the Information Commissioner’s Office at ico.org.uk

Changes to this privacy notice

NZF will review this privacy notice periodically.  If we change this privacy notice, we will post the updated policy on this page and may place notices on other pages of the website, so you are aware of the information we collect and how we use it.

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