Madrasah Hidayatul Islam
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Privacy Notice

Last updated: April 2026

1. Who we are

Madrasah Hidayatul Islam (“the Madrasah”) operates the Madrasah Hidayatul Islam Management System (MMS) to manage student enrolment, attendance, staff records, and administration. The Madrasah is the data controller for all personal data processed through MMS.

2. What data we collect

We collect and process the following categories of personal data:

  • Student data: Name, date of birth, gender, address, medical notes, attendance records, class enrolment history
  • Guardian data: Name, relationship, phone number, email address
  • Staff data: Name, phone number, email address, DBS check details, teaching subject, work hours, attendance records
  • Login data: Email address, hashed password, login timestamps, IP addresses (for security purposes)

3. How we process your data

We process personal data for the following purposes:

  • Student welfare and education: Managing class enrolment, tracking attendance, recording medical information for safeguarding
  • Staff management: Recording work hours, DBS compliance, payroll processing
  • Safeguarding: DBS check tracking, emergency contact records, medical notes
  • Communication: Contacting guardians about attendance and fees
  • Security: Protecting accounts through login monitoring, rate limiting, and audit logging

4. Legal basis

We process personal data on the following legal bases:

  • Legitimate interests:Managing the Madrasah’s educational activities and ensuring student welfare
  • Legal obligation: DBS checks and safeguarding requirements
  • Consent: Where we collect optional information such as medical notes

5. How we protect your data

We take the security of your personal data seriously. All data is encrypted in transit and at rest, passwords are never stored in plain text, and access to the system is restricted to authorised users only. We regularly review our security measures to ensure your information remains safe.

6. Data sharing

We do not share personal data with third parties unless required by law (e.g. Ofsted inspection, safeguarding referral). Access to data within MMS is restricted to authorised users on a need-to-know basis.

7. How long we keep your data

  • Active students: Data retained while enrolled and for 3 years after withdrawal
  • Archived students: Data retained for 7 years for safeguarding purposes
  • Staff records: Retained for the duration of employment and 6 years after departure
  • Audit logs: Retained for 7 years

8. Your rights

Under UK GDPR, you have the right to:

  • Access: Request a copy of all personal data we hold about you or your child
  • Rectification: Request correction of inaccurate data
  • Erasure: Request deletion of data (subject to legal retention requirements)
  • Restriction: Request that we limit how we use your data
  • Portability: Request your data in a machine-readable format
  • Object: Object to processing based on legitimate interests

To exercise any of these rights, please contact the Madrasah administration.

9. Acceptance

By logging in to MMS, you accept this privacy policy and consent to the processing of your personal data as described above.

10. Changes to this notice

We may update this privacy notice from time to time. The latest version will always be available at this page.