Privacy Policy

Qimmah Maktab
An initiative by Apex Trust

Last updated: 25/06/2026

1. Introduction

Qimmah Maktab is an initiative by Apex Trust. We are committed to protecting the privacy and personal information of our students, parents, guardians, staff, volunteers and website visitors. This Privacy Policy explains what personal information we collect, how we use it, why we use it, how we keep it safe, and what rights you have in relation to your personal information. This policy applies when you visit our website, complete an enquiry or registration form, contact us, register your child, attend Qimmah Maktab classes, take part in activities, or communicate with our team

2. Who We Are

Qimmah Maktab is an initiative by Apex Trust, established to provide children with structured Qur’an, Qa’idah, Tajweed, Islamic Studies, Hifz support and character-building classes in a nurturing Islamic learning environment.

For the purposes of this Privacy Policy, “we”, “us” and “our” refers to Apex Trust operating through Qimmah Maktab.

Organisation: Apex Trust
Initiative: Qimmah Maktab
Email: [email protected]
Phone: +44 7427 930 444
Address: 287 Cranbrook Road, Iford, IG1 4UA

3. Information We Collect

We may collect personal information from parents, guardians, students, staff, volunteers and website visitors.

Parent and Guardian Information

We may collect:

Full name

Phone number

Email address

Home address

Emergency contact details

Relationship to the child

Communication preferences

Enquiry and registration details

Student Information

We may collect:

Child’s full name

Age and date of birth

Gender

Class or programme enrolled in

Attendance records

Learning level and progress

Qur’an, Qa’idah, Tajweed, Islamic Studies or Hifz progress

Behaviour, welfare or pastoral notes where necessary

Medical information, allergies or additional support needs where relevant

Emergency contact information

Safeguarding information where necessary

Payment and Administration Information

We may collect:

Registration information

Fee payment records

Payment references

Donation or Gift Aid information, where applicable

Invoice or receipt information

We do not normally store full bank card details. Payments may be processed through secure third-party payment providers.

Website and Enquiry Information

When you use our website or online forms, we may collect:

Name

Email address

Phone number

Message or enquiry details

IP address

Device and browser information

Website usage data

Cookie information, where applicable

Communication Information

When you contact us by phone, email, WhatsApp, text message, social media or online form, we may keep a record of the communication so we can respond properly and manage our services.

4. How We Collect Information

We may collect information when you:

Complete an enquiry form

Attend an open day, class, meeting or event

Make a payment or donation

Subscribe to updates

Visit our website

Communicate with our teachers, staff or volunteers

5. How We Use Your Information

We use personal information to:

Respond to enquiries

Allocate students to suitable classes or programmes

Manage attendance

Support student learning and progress

Communicate with parents and guardians

Send class updates, reminders and timetable changes

Manage payments, fees and administration

Provide pastoral, welfare and safeguarding support

Keep children safe

Manage staff and volunteer responsibilities

Improve our services

Maintain accurate records

Comply with legal, regulatory and safeguarding responsibilities

Send relevant updates about Qimmah Maktab and Apex Trust, where permitted

6. Our Lawful Basis for Using Information

We only use personal information when we have a lawful reason to do so.

Depending on the situation, we may rely on one or more of the following lawful bases:

Consent

We may rely on consent where you have clearly agreed to us using your information for a specific purpose. This may include photo and video consent, marketing updates or certain optional communications.

You can withdraw consent at any time by contacting us.

Contract

We may use information where it is necessary to register your child and provide Qimmah Maktab classes or services.

Legal Obligation

We may use information where we need to comply with a legal duty, including financial records, safeguarding requirements or official requests.

Vital Interests

We may use information where it is necessary to protect someone’s life, health or safety, for example in a medical emergency.

Legitimate Interests

We may use information where it is necessary for our legitimate interests, such as managing our maktab, responding to enquiries, communicating with parents, improving our services, keeping records and operating safely and effectively.

Safeguarding and Child Protection

We may use or share relevant information where necessary to protect a child, young person or vulnerable person from harm.

7. Special Category Information

Some information is more sensitive and requires extra protection. This may include health information, allergy information, additional support needs, safeguarding information, or information that may indicate religious involvement.

We only collect and use this type of information where it is necessary and where we have a lawful reason to do so, such as explicit consent, safeguarding, vital interests, legal obligations or the need to provide appropriate care and support.

8. Children’s Information

Because Qimmah Maktab works with children, we take extra care when collecting, using and storing student information.

We only collect the information we need to register students, support learning, communicate with parents and guardians, manage attendance, provide welfare support and meet safeguarding responsibilities.

We aim to explain privacy matters clearly and appropriately. Parents and guardians are welcome to contact us if they have questions about how their child’s information is used.

9. Photos and Videos

We may occasionally take photographs or videos during classes, events or activities.

These may be used for:

Internal records

Educational purposes

Parent updates

Community updates

Website, social media or promotional use, where consent has been given

We will seek appropriate consent before using identifiable images of children for marketing, publicity, website or social media purposes.

Parents and guardians may withdraw photo or video consent at any time by contacting us.

We will not knowingly publish a child’s personal contact details alongside their image.

10. Communication With Parents and Guardians

We may contact parents and guardians by phone, email, WhatsApp, text message or other suitable methods to share:

Class updates

Timetable changes

Attendance matters

Payment reminders

Progress updates

Important notices

Event information

Emergency or safeguarding information

Please make sure your contact details are kept up to date so we can contact you when needed.

11. Marketing and Community Updates

We may send parents and guardians updates about Qimmah Maktab, Apex Trust activities, events, programmes or services that may be relevant.

We will only send marketing messages where we have permission or another lawful reason to do so.

You can ask us to stop sending marketing messages at any time by contacting us or using any unsubscribe option provided.

12. Sharing Information

We do not sell personal information.

We may share information only where necessary and appropriate with:

Qimmah Maktab teachers, staff and authorised volunteers

Apex Trust staff or authorised representatives

Parents or guardians

Payment providers

Website, email, CRM or IT service providers

Professional advisers, where necessary

Safeguarding professionals

Local authorities, where required

Emergency services, where necessary

Regulators or official bodies, where required by law

We only share information where there is a proper reason to do so and where appropriate safeguards are in place.

13. Safeguarding

The safety and wellbeing of children is a priority at Qimmah Maktab.

If we have a safeguarding concern, we may need to record and share relevant information with appropriate safeguarding professionals, local authorities, emergency services or other relevant organisations.

Where possible and appropriate, we will be open with parents and guardians. However, we may share information without consent where this is necessary to protect a child, young person or another person from harm.

14. Third-Party Service Providers

We may use trusted third-party providers to help us operate our website, process forms, manage communications, store data, process payments or deliver services.

These providers may only use personal information for the purpose of providing services to us. We expect them to keep information secure and handle it in line with data protection requirements.

If any service provider stores or processes information outside the UK, we will take reasonable steps to ensure appropriate safeguards are in place.

15. How Long We Keep Information

We keep personal information only for as long as necessary.

Retention periods may vary depending on the type of information and why it was collected.

As a general guide:

Enquiry records may be kept for a reasonable period after the enquiry is resolved.

Student registration records may be kept while the child attends Qimmah Maktab and for a reasonable period afterwards.

Attendance and progress records may be kept to support learning and administration.

Payment and financial records may be kept for accounting, tax and legal purposes.

Photo and video consent records may be kept while images are in use.

Safeguarding records may be kept for longer where necessary to protect children and meet safeguarding responsibilities.

When information is no longer needed, we will delete it securely or anonymise it.

16. How We Keep Information Safe

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, alteration or disclosure.

These steps may include:

Limiting access to authorised staff and volunteers

Using secure systems where possible

Password-protecting digital records

Keeping paper records secure

Training staff and volunteers on confidentiality

Reviewing how information is stored and shared

Using appropriate safeguards when working with third-party providers

17. Cookies and Website Tracking

Our website may use cookies or similar technologies to help the website work properly, improve user experience and understand website performance.

Cookies may help us understand how visitors use our website and improve our content.

Where required, we will ask for consent before using non-essential cookies.

You can usually control cookies through your browser settings.

18. Your Rights

Under data protection law, you may have rights in relation to your personal information.

These may include the right to:

Ask for a copy of the personal information we hold about you or your child

Ask us to correct inaccurate or incomplete information

Ask us to delete information in certain circumstances

Ask us to restrict how we use information

Object to certain uses of information

Withdraw consent where we rely on consent

Ask for information to be transferred, where applicable

Complain if you are unhappy with how we use your information

Children also have rights over their personal information. Depending on the child’s age and understanding, these rights may be exercised by the child or by a parent or guardian on their behalf.

To make a request, please contact us using the details in this policy.

We may need to confirm your identity before responding to a request.

19. Data Breaches

If a personal data breach occurs, we will take appropriate steps to investigate and respond.

Where required, we may notify affected individuals and report the matter to the Information Commissioner’s Office.

20. Complaints

If you have any concerns about how we use personal information, please contact us first so we can try to resolve the matter.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

Information Commissioner’s Office
Website: www.ico.org.uk

21. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

The latest version will be available on our website. Please check this page occasionally to stay informed about how we protect personal information.