Privacy Policy

Suhba Club is a home education community for Muslim families in East London. This policy explains what personal information we collect when you use suhbaclub.com or take part in our programmes, why we collect it and what we do with it. We have tried to write it plainly.

If you have any question about this policy or about your information, email us at info@suhbaclub.com.

Who we are

Suhba Club is the data controller for the information described here. You can reach us at info@suhbaclub.com.

What we collect

When you apply for a place for your child, we ask for your child's full name, date of birth and, for some programmes, gender and ethnic background. We ask about any medical needs we should know about, your child's home education journey so far and any clubs or sports they have done before. We ask for your own name, your relationship to the child, your mobile number, email address and home address. We ask for the name and number of an emergency contact. For programmes with physical activity we ask you to confirm consent for first aid and emergency medical treatment. We record the name you type as your signature and the time you gave it. We also ask how you heard about us.

When you register interest in a programme that has not started yet, we collect your child's name and age, your name, number and email. We also keep your answers to a few short questions about the programme.

When you sign up for a trip, activity or event, we collect the names of the people attending, your contact details and anything you tell us that we need to know for that day.

When you pay the registration fee, the payment is taken by Stripe on its own secure page. We never see or store your card number. We receive confirmation that the payment was made, the amount, the date and a reference so we can match it to your child's application.

When you join one of our parent WhatsApp groups, other members of that group can see your name and number, as with any WhatsApp group.

When you visit the website, we use Google Analytics to understand how many people visit, which pages they look at and how they found us. This uses cookies. We also record, without any cookie, the page visited and the approximate area a visit came from, so we can see which parts of London our families are in. Neither tells us who you are.

Why we collect it and our lawful basis

We use your information to consider your child's application, to offer and confirm a place, to run the programme safely, to contact you about sessions, trips, fees and changes, to keep an accurate register of who attends and to keep you informed about Suhba Club.

Most of this is necessary to enter into and carry out our agreement with you to provide a place for your child. Health information and emergency details are processed so we can look after your child safely while they are with us, which is in your child's vital interests and part of our duty of care. Ethnic background is optional and is used only to understand our community as a whole; we ask for it with your consent and you can leave it blank. Website analytics are based on our legitimate interest in running and improving the site. Where we rely on consent, you can withdraw it at any time by emailing us.

Children's information

Our programmes are for children and young people, so much of what we hold is about them. We only collect what we need to run the programme and keep your child safe. We ask a parent or guardian to provide it. We never collect information from a child directly through the website.

Photographs and video

We sometimes take photographs and short videos at sessions, trips and events to share what the children have been doing, on our website, our Instagram account and our parent WhatsApp groups. Children are never named in anything we publish. If you would rather your child was not photographed or did not appear in anything we share, tell us at any time and we will respect that from then on and remove anything already published where we reasonably can.

Who we share it with

We do not sell your information and we do not share it with anyone for their own marketing.

We use a small number of trusted services to run the club. They process information on our behalf: a payment provider (Stripe) for the registration fee, an email service to send our confirmations and updates, secure cloud hosting for our website and records, Google Analytics for website statistics, WhatsApp for parent groups and messages and Instagram for sharing news. Each of these is bound by its own privacy terms and only uses your information to provide its service to us. Some of these services store information outside the United Kingdom under safeguards recognised by UK law.

Within the club, your child's details are seen only by the team members who need them to run the programme your child attends. Teaching staff see the names, medical notes and emergency contacts for their own group. We may share information with emergency services or a medical professional if your child needs urgent care. We may also share it with authorities where the law requires it or a child's safety depends on it.

How long we keep it

We keep application and attendance records for as long as your child is with us and for a reasonable period afterwards, so we can answer questions, keep an accurate history and offer places fairly when a child applies again. Applications that do not lead to a place are kept for the current intake and the next, then removed. Payment records are kept for the period required by UK tax law. Website statistics are held in aggregate and do not identify you.

If you would like something removed sooner, email us and we will do so unless we have a legal reason to keep it.

Keeping it safe

Your information is stored on secure, access controlled systems. Our website uses encrypted connections. Card payments are handled entirely by Stripe. Access within the club is limited to the people who need it. No system is perfect, but we take reasonable care and will tell you if something goes wrong that affects you.

Your rights

Under UK data protection law you can ask us for a copy of the information we hold about you and your child, ask us to correct anything that is wrong, ask us to delete it, ask us to limit how we use it, object to how we use it and, where we rely on consent, withdraw that consent. To use any of these rights, email us and we will respond within one month.

If you are unhappy with how we have handled your information, we would like the chance to put it right, so please contact us first. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.

Cookies

Our website sets cookies for Google Analytics so we can see how the site is used. These do not identify you personally. You can block or delete cookies in your browser settings; the site will still work. We do not use advertising cookies.

Changes to this policy

We will update this page if what we do changes. The date at the top tells you when it was last revised. Significant changes will be mentioned in our parent groups.