Bromley Islamic Centre

Policies & governance

How we keep our community safe and accountable

Clear, plain-English policies for worshippers, parents, volunteers and neighbours. Each one opens with a short summary.

Safeguarding Children & Adults at Risk

Our safeguarding policy has its own page, including how to raise a concern. Read it →

UK GDPR · Data Protection Act 2018

Data Protection & Privacy

We collect only what we need, keep it secure, and never sell it. You can ask to see, correct or delete your data at any time.

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).

Health and Safety at Work etc. Act 1974

Health, Safety & Venue Welfare

Every gathering, including in temporary venues, is risk-assessed, with a clear fire plan and first aid available.

Responsibilities

The Operations Manager 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.

Charity Commission good practice

Complaints & Whistleblowing

Raise any concern and it will be heard fairly, confidentially and without retaliation.

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 Operations Manager 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.

Trustees, volunteers & visitors

Code of Conduct

We expect courtesy, honesty and care from everyone who serves or visits the centre.

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.

Equality Act 2010

Equality, Diversity & Inclusion

Everyone is welcome to visit, learn and ask questions, whatever their background.

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.

Charity Commission CC8 · Internal financial controls

Financial Controls & Anti-Money Laundering

Every donation is counted, banked and recorded transparently.

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.

Charity Commission CC9

Political Impartiality

The centre does not support any political party or candidate.

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-led

Photography & Social Media

No child is photographed or filmed without parental consent, and we never publish identifying details.

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.

These policies are approved by the trustees of Bromley Islamic Centre Ltd and reviewed annually. Questions: info@bromleyislamiccentre.org.uk.