Our Policies

OUR POLICIES

 Privacy

 What is this Privacy Policy for?

This privacy policy is for this website www.SLMCC-UK.co.uk and served by Sri Lankan Muslim Cultural Centre (SLMCC-UK) in Harrow, Middlesex and governs the privacy of its users who choose to use it.

The policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. Furthermore the way this website processes, stores and protects user data and information will also be detailed within this policy.

The Website

This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies with all UK national laws and requirements for user privacy.

Use of Cookies

This website uses cookies to better the users experience while visiting the website. Where applicable this website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their computer / device. This complies with recent legislation requirements for websites to obtain explicit consent from users before leaving behind or reading files such as cookies on a user’s computer / device.

Cookies are small files saved to the user computer’s hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.

Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.

This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information. You can read Google’s privacy policy here for further information  http://www.google.com/privacy.html

Other cookies may be stored to your computers hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.

Contact & Communication

Users contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use, as detailed in the Data Protection Act 1998. Every effort has been made to ensure a safe and secure form to email submission process but advice users using such form to email processes that they do so at their own risk.

This website and its owners use any information submitted to provide you with further information about the products / services they offer or to assist you in answering any questions or queries you may have submitted. This includes using your details to subscribe you to any email newsletter program the website operates but only if this was made clear to you and your express permission was granted when submitting any form to email process. Or whereby you the consumer have previously purchased from or enquired about purchasing from the company a product or service that the email newsletter relates to. This is by no means an entire list of your user rights in regard to receiving email marketing material. Your details are not passed on to any third parties.

Email Newsletter

This website operates an email newsletter program, used to inform subscribers about products and services supplied by this website. Users can subscribe through an online automated process should they wish to do so but do so at their own discretion. Some subscriptions may be manually processed through prior written agreement with the user.

Subscriptions are taken in compliance with UK Spam Laws detailed in the Privacy and Electronic Communications Regulations 2003. All personal details relating to subscriptions are held securely and in accordance with the Data Protection Act 1998. No personal details are passed on to third parties or shared with companies / people outside of the company that operates this website. Under the Data Protection Act 1998 you may request a copy of personal information held about you by this website’s email newsletter program. A small fee will be payable. If you would like a copy of the information held on you please write to the business address at the bottom of this policy.

Email marketing campaigns published by this website or its owners may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include; the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity [this is by no far a comprehensive list].

This information is used to refine future email campaigns and supply the user with more relevant content based around their activity.

In compliance with UK Spam Laws and the Privacy and Electronic Communications Regulations 2003 subscribers are given the opportunity to un-subscribe at any time through an automated system. This process is detailed at the footer of each email campaign. If an automated un-subscription system is unavailable clear instructions on how to un-subscribe will by detailed instead.

External Links

Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites, similar to; Folded Book Art or Cottages in Pembrokeshire.)

The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.

Adverts and Sponsored Links

This website may contain sponsored links and adverts. These will typically be served through our advertising partners, to who may have detailed privacy policies relating directly to the adverts they serve.

Clicking on any such adverts will send you to the advertisers website through a referral program which may use cookies and will track the number of referrals sent from this website. This may include the use of cookies which may in turn be saved on your computers hard drive. Users should therefore note they click on sponsored external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.

Social Media Platforms

Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.

Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.

This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

Shortened Links in Social Media

This website and its owners through their social media platform accounts may share web links to relevant web pages. By default some social media platforms shorten lengthy urls [web addresses] (this is an example: http://bit.ly/xxxxxx).

Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.

Your Data Protection Rights (European Economic Area)

In some regions, such as the EEA, you may have certain rights in relation to your personal information, including the right to access, correct, update, or request deletion of your personal information. SLMCC-UK takes reasonable steps to ensure that the data we collect is reliable for its intended use, accurate, complete, and up to date. If you want to contact us directly about accessing, correcting, updating, or deleting your personal information, or altering your data or marketing preferences, you can do so at any time by contacting as provided in the Contact Us section. We will consider your request in accordance with applicable laws.

You can object to processing of your personal information, ask us to restrict processing of your personal information, or request portability of your personal information. Again, you can exercise these rights by contacting us as provided in the Contact Us section. You also can deactivate your profile and obtain a copy of your information through your settings.

You can complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority. Contact details for data protection authorities in the EEA and Switzerland are available here.

Similarly, if we have collected and processed your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.

We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws. We may ask you to verify your identity in order to help us respond efficiently to your request.

Resources & Further Information

Data Protection Act 1998

Privacy and Electronic Communications Regulations 2003

Privacy and Electronic Communications Regulations 2003 – The Guide

Facebook Privacy Policy

Google Privacy Policy

 

Safeguarding

SLMCC-UK acknowledges the duty of care to safeguard and promote the welfare of children and is committed to ensuring safeguarding practice reflects statutory responsibilities, government guidance and complies with best practice and OFSTED requirements.

The policy recognises that the welfare and interests of children are paramount in all circumstances. It aims to ensure that regardless of age, ability or disability, gender reassignment, race, religion or belief, sex or sexual orientation, socio-economic background, all children have a positive and enjoyable experience of services at SLMCC-UK in a safe and child centred environment are protected from abuse whilst participating in activities held at SLMCC-UK .

SLMCC-UK acknowledges that some children, including disabled children and young people or those from ethnic minority communities, can be particularly vulnerable to abuse and we accept the responsibility to take reasonable and appropriate steps to ensure their welfare.

As part of our safeguarding policy SLMCC-UK will promote and prioritise the safety and wellbeing of children and young people ensure everyone understands their roles and responsibilities in respect of safeguarding and is provided with appropriate learning opportunities to recognise, identify and respond to signs of abuse, neglect and other safeguarding concerns relating to children and young people ensure appropriate action is taken in the event of incidents/concerns of abuse and support provided to the individual/s who raise or disclose the concern ensure that confidential, detailed and accurate records of all safeguarding concerns are maintained and securely stored prevent the employment/deployment of unsuitable individuals ensure robust safeguarding arrangements and procedures are in operation.

The policy and procedures will be widely promoted and are mandatory for everyone involved in SLMCC-UK. Failure to comply with the policy and procedures will be addressed without delay and may ultimately result in dismissal/exclusion from the organisation.

Monitoring

The policy will be reviewed a year after development and then every three years, or in the following circumstances:

  • changes in legislation and/or government guidance
  • as required by the Local Safeguarding Children Board, UK Sport and/or Home Country Sports Councils and OFSTED requirements.
  • as a result of any other significant change or event.

 COMPLAINTS

Our policy is to welcome all complaints, to investigate them fully and resolve them wherever possible.

What is a complaint?

A complaint is an expression of dissatisfaction, whether justified or not, about SLMCC-UK’s policy or actions. A complaint can be received verbally, by phone, by email or in writing. It can be from outside SLMCC-UK, from a group or trustee.

Complaints arrangements do not cover:

  • Requests for information or explanation of policy and practice
  • Matters for which there is a separate procedure
  • Personal disputes/clashes between people that have no bearing on SLMCC-UK unless it brings SLMCC-UK cause into disrepute

Where the complaints policy does not address a specific enquiry, SLMCC-UK may be able to address under a separate process or policy.

Why we have a complaints procedure?

Complaints, if handled properly, can lead to better working relationships with all parties. To help achieve this, our complaints procedure lets people know that they can complain; that we will consider their concerns fairly and objectively; and that, where possible, we will resolve them. Complaints are also a form of market research. They can tell us where we are meeting our objectives, if our objectives are appropriate, whether there are areas where we have no objectives but where it might be appropriate to have some, or where we need to change the way we work more generally.

Monitoring and learning from complaints

In order to learn from complaints and to show that we are following these procedures we need to record complaints, which we do in a complaints log. At the end of each year this information is analysed, summarised and presented to the board along with recommendations if appropriate. With the volume of complaints being low this annual reporting is considered appropriate.

The board is looking for trends in types of complaints received. Are we having difficulties with a group of individuals? Is there a need for us to change the way we operate in an area of our centre’s services? And if the answer to any of these questions is ‘Yes’, are we taking the necessary action?

Who handles complaints?

Our complaints procedure has four steps – three internal and one external. The intention is that most complaints will be resolved at Stage One and the rest at Stage Two.

  • Stage One In most cases the complaint should be resolved by the individual responsible for the area of work being complained about.
  • Stage Two If the complainant feels that the problem has not been satisfactorily resolved; they can contact a Trustee or the Chair.
  • Stage Three If the complainant is still unhappy with SLMCC-UK’s response they can ask for the complaint to be discussed at the next trustees’ meeting.
  • External Stage The complainant can complain to the Charity Commission at any stage.

Getting the complaint to the right person in SLMCC-UK

Complaints made in writing should be passed to the relevant person identified in the table below. Where no relevant person can be identified then the complaint should be passed to a trustee. Complaints made by telephone or through personal contact can be received at many points, sometimes far removed from the ‘source’ of the complaint. In these cases, the recipient of the complaint should:

  • note the facts of the complaint
  • take the complainant’s name, address and telephone number
  • tell the complainant that we have a complaints procedure
  • tell the complainant what will happen next
  • complete the initial sections of the complaints monitoring form
  • pass this information on to the CEO within one working week. The CEO may then escalate to the Board of Trustees at their discretion.
  • request that the complaint is followed up with a written account by post or by email so that the complaint is recorded in the complainants own words.

Written complaints can be sent to SLMCC-UK at the address below:

Complaints

Sri Lankan Muslim Cultural Centre
2 Whitefraires Avenue
Harrow, Middlesex

HA3 5RN
United Kingdom

SPEAKERS/IMAMS

We often invite speakers/Imams from our wider community to give talks at any SLMCC-UK event and deliver Friday sermons, to enrich our community member’s knowledge of Religion, providing them with information that helps them enhance their  education, widening their understanding of Islamic rulings and general knowledge and providing motivational inspiration through the sharing of a speaker’s experience. Our responsibility to our community is to ensure that they can critically assess the information they receive as to its value to themselves, and that the information is aligned to the ethos and values of Islam, SLMCC-UK and British Values.

To this end SLMCC-UK requires that all individuals and organisations hosted by Palmers Green Mosque adhere to certain guidelines. It is sincerely hoped that implementation of these guidelines will avoid any negative consequences.

The talk should be given in a universally understood language, English, and the speaker should not:

Solicit donations or partake in any fundraising activities during the event.

Publicise other organisations or events or partake in any marketing activities or distribution of any sorts of literature.

Promote any one school of thought or matter of Fiqh in a manner which could potentially be divisive to the Muslim community. Respect needs to be shown for scholars and for other legitimate opinions.

Discuss or explore highly sensitive areas of Islam in a sensitive manner.

Promote or propagate any illegal activities, discrimination or hate crime.

VOLUNTEERS

We at SLMCC-UK appreciate all the contributions that people have made to help build and run the centre. If you would like to join in other good work and have time to give we would love to hear from you.

We want to build up a pool of volunteers on whom we can call as and when we need.

If you also have specific professional skills which you would like to share with us or the wider community then please get in touch with the form.

For example if you are a doctor, would you be willing to help with health workshops and presentations. Or maybe if you are a lawyer, and can offer consultations for the community. Or if your skills are as varied as Graphics, Audio Engineering, Video Editing, Plumbing or Plastering we’d like to hear from you. At a minimum, if the centre cannot use your skills we can pass it on to other member of the community. If you have such skills then please do get in touch with using the Volunteer forms below.

If you would like to just offer your time in a general capacity then please use the form below which details our Volunteer Policy and Application form. You can complete and email it through enquiries@slmcc.co.uk

A volunteer is a person who gives freely of his/her time, skills and experience without expectation of financial reward. Volunteering can take many forms. Some tasks require particular skills whereas others require none. Volunteering may be for a limited time to complete a particular project or may be on an ongoing basis.

The Trust recognises the immense benefits that volunteers bring to SLMCC-UK, and the bridges that they build between SLMCC-UK and the local community. In return SLMCC-UK hopes to give its volunteers an opportunity to exercise their skills in a different environment and to undertake new experiences.

SLMCC-UK tries to offer a range of volunteering opportunities and, in accordance with its equal opportunities and diversity policies, to ensure that the opportunity to volunteer is widely available.

Status of volunteers

A volunteer is not an employee and will not have a contract of employment with SLMCC-UK. SLMCC-UK will agree a role with the volunteer and there will be an expectation that the volunteer will meet the role’s requirements and that SLMCC-UK will provide work for the volunteer. However, the volunteer is free to refuse to fulfil the role and SLMCC-UK is not bound to provide the work. It is also expected that both SLMCC-UK and the volunteer will give as much notice as possible if unable to meet these expectations.

Volunteering roles

Roles suitable for volunteers are identified by the Management Committees and Board of Trustees, who will draw up a volunteer outline. This will set out the requirements of the role and the skills or experience needed, as well as any training that is required before the volunteering work is undertaken. Volunteers will not be used as substitutes for employees.

Recruitment

A person wishing to become a volunteer will be asked to complete an application form. The applicant will be asked to identify areas in which he/she would like to volunteer. If SLMCC-UK is able to match the applicant to a suitable role, references will be required and, depending on the nature of the role, the prospective volunteer may be required to undergo a health and/or criminal records check.

Volunteering agreement

The volunteer will be invited to enter into a volunteering agreement with SLMCC-UK. This agreement will identify:

  • the volunteer’s role;
  • the training that the volunteer is expected to undertake;
  • the expenses that SLMCC-UK will pay to the volunteer;
  • the insurance cover that will be provided for the volunteer;
  • who will supervise the volunteer; and
  • the notice that will be given to a volunteer if his/her role is to come to an end.

Training

SLMCC-UK will provide any training required for the role, including health and safety training.

Health and safety

SLMCC-UK has a responsibility for the health and safety of volunteers. Volunteers should at all times

follow SLMCC-UK’s health and safety policies and procedures. Volunteers have a duty to take care of

themselves and others who might be affected by their actions. Volunteers should not act outside

their authorised area or work. Volunteers should report all accidents to their supervisor.

SLMCC-UK will provide volunteers with appropriate guidance on any health and safety issues that arise.

Recompense

Volunteers are unpaid. However, SLMCC-UK may reimburse volunteers for travel and subsistence expenses. This will entail reimbursement against receipts or take the form of an allowance.

[Reimbursement will be in accordance with SLMCC-UK’s expenses policy.]

Policies and procedures

Volunteers are expected to comply with all SLMCC-UK’s policies while they are on its premises or undertaking any of their volunteering duties. Their induction will include an explanation of these policies and procedures.

Insurance

SLMCC-UK will ensure that volunteers are covered for insurance purposes in respect of personal injury. SLMCC-UK will also ensure that volunteers are provided with professional and public liability insurance. The insurance will not cover unauthorised actions or actions outside the volunteering agreement.

Confidentiality

Volunteers are likely to become aware of confidential information about SLMCC-UK, its staff, customers and suppliers. Volunteers should not disclose this information or use it for their own or another’s benefit without the consent of the party concerned. This does not prevent disclosure once the information is in the public domain (unless it has been made public as a result of the volunteer’s breach of confidentiality) or where the law permits or requires disclosure.

Supervision

A supervisor will be appointed to support and manage the volunteer. The supervisor will review the arrangements after [three months] and thereafter on a regular basis. If the volunteer has any queries or would like to change his/her role this should be discussed with the supervisor.

Dealing with problems

The supervisor will normally try to solve any problems informally, but if this is not possible the formal complaints system will come into operation.

If the volunteer wishes to make a formal complaint he/she should put the complaint in writing to his/her supervisor. If it is not possible to reach a solution the volunteer may raise the matter with the Management Committees or the Trustees.

If a complaint is made about a volunteer, this will be notified to him/her in writing and the supervisor will decide whether any action should be taken. If the volunteer is dissatisfied with the decision he/she may raise it with the Management Committees or the Trustees.

Volunteer drivers

Any volunteers who will be transporting equipment or people using a vehicle provided by SLMCC-UK must have a valid driving licence. They will be covered by SLMCC-UK’s insurance policy. Where the volunteer will be using his/her own vehicle, he/she must provide a copy of the vehicle’s insurance policy and, if appropriate, the MOT certificate.

The volunteer must report any accidents to SLMCC-UK. He/she must also report any motoring offences or police cautions to SLMCC-UK. SLMCC-UK will not pay any parking fines accumulated by the volunteer.

Volunteer’s pack

On commencing his/her volunteer work, the volunteer will be given a pack containing:

  • general information about SLMCC-UK;
  • a copy of this volunteering policy;
  • a standard volunteering agreement;
  • details of where he/she can access SLMCC-UK’s policies and procedures; and
  • information on other volunteering opportunities that are available.