In short: this site uses no cookies. Visits are counted only in aggregate, by an anonymous cookie-free counter; no data that could identify you is kept. Personal data is processed only when you initiate it (e.g. Qur’an course registration, sending an e-mail).
This page explains how your personal data is handled when you visit this website, and in services planned for future activation. This notice has been prepared on the basis of the European Union’s General Data Protection Regulation (GDPR).
Data Controller
The controller responsible for personal data processed on this site is:
Association Diyanet Mosquée Ulu Camii de Marche en Famenne (ASBL) Thier des Corbeaux 14, 6900 Marche-en-Famenne, Belgium E-mail: info@ulucamii.be
When You Visit This Site
- This site does not use cookies.
- Visits are measured only as aggregate statistics by the privacy-friendly counter GoatCounter: page view counts, country and browser/device type. This measurement uses no cookies, your IP address is not stored, and no data that could identify you is kept; the data is hosted within the European Union (Germany/Finland). Details: GoatCounter privacy policy.
- The view count shown on sermon and announcement pages, the read counts in the sermon list and the total page views in the footer all come from this aggregated measurement; Word/PDF downloads of sermons are counted the same way, never linked to a person.
- Our hosting provider (GitHub Pages) may keep standard technical server logs (e.g. request time, IP address) for the operation of its own service; these logs are outside our control and are not processed by us.
- Your light/dark theme preference is stored only in your own browser’s memory (localStorage); this information never reaches us in any way.
The Location Map
The location map on this site is loaded from the servers of the OpenStreetMap Foundation. When the map is displayed, your IP address is transmitted to that server. This process is outside our control and is subject to OpenStreetMap’s own privacy rules.
Embedded Videos (YouTube)
Some pages (for example the International Theology Programme presentation) contain YouTube videos. These videos are not loaded when the page opens: only a local cover image and a play button are shown. When you press play, the video is loaded from YouTube’s privacy-enhanced domain (youtube-nocookie.com) and from that moment your IP address is transmitted to Google; this processing is subject to Google’s own privacy rules. As long as you do not press the button, no request is sent to YouTube. The UİP introductory film is served from the Diyanet Foundation of Belgium’s server (diyanet.be): it is likewise loaded only when you press play, and from that moment your IP address is transmitted to diyanet.be; this processing is subject to the Foundation’s own privacy policy.
Qur’an School Online Registration Form
Registrations for the Qur’an school are taken through the online form on our site (ulucamii.be/kayit/). What you should know about the version in force since 13 September 2026:
- Data collected: the student’s first name, surname, gender, date of birth, school and class; the parent’s relationship, name, mobile number, e-mail, address and preferred communication language (Turkish/French); the student’s course status (first-time registration or continuing from the previous year); an optional second contact person; where relevant, a health note useful during lessons (only with your explicit consent); your choice about photos/videos — asked separately for the website/announcements and for social media; the electronic declaration accepting the course rules (typed name and timestamp) and your signature drawn on screen.
- Parent’s signature: A signature drawn on screen by the parent is required for online registration. The typed name records electronic confirmation and does not replace the drawn signature, which is reproduced in the signature box of the registration PDF.
- Student’s identity document: The front of the identity document or the passport identity page is required for online registration; the back is optional. A separate explicit consent checkbox covers the copy, stored to verify the name and date of birth. The image is included in the registration PDF, which is e-mailed to the address provided by the parent. Association archives are private. Numbers are not requested separately or read automatically (no MRZ/OCR). You may withdraw consent at info@ulucamii.be: archived identity images are deleted and the current PDF is regenerated without that attachment. Copies already received may remain in your mailbox.
- Data NOT collected: Belgian national register number, Turkish ID number, identity card or passport number, MRZ scan, a passport-style photo of the student. Under Belgian law the national register number may only be used by bodies authorised by the Minister of the Interior (Act of 8 August 1983, art. 8); outside the cases provided by law, the identity card may only be copied with the consent of its holder — for a child, the parent (Act of 19 July 1991, art. 6, § 4). The copy is therefore taken only with the explicit consent above through the form; the numbers are not recorded in separate data fields.
- Purpose and legal basis: registration and the school–parent agreement (GDPR art. 6(1)(b)); for data relating to religious education, the exception for religious associations processing data of their members and regular contacts (art. 9(2)(d)); for the health note, your explicit consent (art. 9(2)(a)); for the copy of the identity document, your explicit consent (art. 6(1)(a)). The child’s data are provided by the parent or legal guardian.
- Storage and processor: the registration row and the automatically generated registration document (PDF) are stored on Google infrastructure (Google Ireland Ltd.) — Google Apps Script, Drive and Sheets — in the association’s account; a PDF copy is e-mailed to the parent through the e-mail delivery service Brevo (Sendinblue SAS, France; data processed within the European Union), from the address
info@ulucamii.be. The copy of the identity document and the image of the drawn signature (PNG) are kept in the same association account, in a separate closed folder, named by the registration reference. Only the course administration and the imam have access; nothing is shared with third parties. - Retention period: registration period + 2 years. The copy of the identity document is deleted at the latest at the end of that period, and immediately if you withdraw your consent. The health note is kept only in the registration register (it is not included in the registration document stored on Drive) and is deleted from it at the end of the school year concerned; the copy e-mailed to you stays with you.
- Your rights: access, rectification, erasure and withdrawal of consent via info@ulucamii.be.
Conversion Application Form
People wishing to embrace Islam may use the online application form to prepare the conversion certificate:
- Data collected: the information required for the conversion certificate (EK-9) of the Presidency of Religious Affairs (Diyanet) — name, gender, date and place of birth, nationality, parents’ names, marital status, education, profession, previous religion, e-mail, phone and address, preferred language and date for the ceremony, optional witness names and remarks; also, optionally, the Muslim name you wish to take and how you heard about us; your choice regarding photos/videos taken during the ceremony; explicit consent and electronic declaration.
- Selected mosque: the selected mosque’s name, city, postcode and address are recorded in the application file. The Ulu Camii team handles the application; selecting a mosque does not automatically email that mosque. For another mosque, the applicant provides both witnesses’ names; Ulu Camii’s default witnesses and stored signatures are not used.
- Certificate delivery: We record whether your signed certificate should be posted to the mosque or to your home. Your address includes the street, house and flat number, postcode, city and country. Naming your own witnesses is optional; entering a name does not count as a witness’s signature.
- Documents and images (since 8 September 2026): one passport photo, the front and back of your identity card (or the passport data page) and the signature you draw on screen. These are requested under Diyanet’s conversion directive (art. 44), in order to issue the conversion certificate (EK-9) and to build the official file. The form carries a separate explicit consent box for these images; the application cannot be sent without it, and the consent can be withdrawn afterwards. There is an opt-out box for anyone who cannot or does not wish to sign on screen: the signature area is left blank and signed with a pen on the day of the ceremony.
- Data NOT collected: identity card or passport number, national registry number, MRZ (machine-readable zone) scan. The original identity document is also shown to the imam on the day of the ceremony.
- Legal basis: your explicit consent for data concerning religious beliefs and for the identity images and signature (GDPR art. 9(2)(a)), and the Diyanet EK-10 consent text. The certificate is forwarded to the competent Diyanet office (Social Affairs Counsellor of the Embassy of Türkiye in Brussels).
- Retention: all information and documents relating to your application are kept both by our mosque and by the Social Affairs Counsellor of the Embassy of Türkiye in Brussels. The mosque’s copy sits on Google infrastructure, in a closed folder of the association account used by the imam; at most 2 years after the application is closed. The retention period of the official file at the Counsellor’s office follows Diyanet regulations. Requests: imam@ulucamii.be.
Level Assessment: Qur’an and Religious Knowledge
Adults (aged 18 and over) can fill in the level assessment on our website so that personal teaching can be planned for them:
- Data collected: first and last name, e-mail address, optional phone number; age range and gender (each with an “I prefer not to say” option); your journey with Islam, any religious education you have had, what you expect from the teaching; lesson language, suitable days and times, preferred lesson format; your country of residence, town and postcode, the nearest Diyanet mosque you know of (optional), whether you know its imam and whether you are aware of the Counsellor / Attaché for Religious Affairs in your country; an optional short note; your answers to the test questions, the list of what you know by heart and your own statement about your practice; the time taken to complete the test; the version of the consent text.
- Data not collected: ID number, date of birth, full address (street, house number), photo, voice recording. In the “reading the Qur’an” part, the sounds you listen to are served to you by our website; no sound is recorded from you.
- Purpose and legal basis: to determine your level in Qur’an reading and religious knowledge in order to plan teaching suited to you. Your answers are special-category data concerning religious beliefs and are processed only with your explicit consent (GDPR art. 9(2)(a)). The test cannot be sent without ticking the consent box.
- Who sees it: only our imam sees the detailed result (your answers, question by question); the report is sent only to his institutional mailbox. The e-mail you receive contains only a summary of your level per area. Unless you give a separate, explicit consent, the data are not shared with third parties; they are never published.
- Optional sharing — arranging teaching close to where you live: the test is open to people anywhere in Europe. So that your teaching can be arranged where you live, the form ends with two separate, optional boxes, unticked by default; you can send the test without ticking them: (1) sharing your name, contact details and test result with the imam of the Diyanet mosque nearest to you, who may then contact you; (2) sharing the same information with the Counsellor / Attaché for Religious Affairs in your country of residence. Sharing takes place only with the recipient you ticked, only for this purpose, case by case and by our imam; there is no automatic transfer. The legal basis is your explicit consent (GDPR art. 9(2)(a); if you live in a country outside the European Economic Area — for example Switzerland, the United Kingdom or Türkiye — also art. 49(1)(a) for sharing with the imam in that country). You can withdraw these consents at any time; your erasure request is then passed on to the recipient as well.
- Where it is kept and processors: the record is held in a non-public ledger in the association’s account on Google’s infrastructure (Google Ireland Ltd.); e-mails are sent through Brevo (Sendinblue SAS, France; data processed within the European Union).
- Draft in your browser: before sending, your answers are kept as a draft only in your own device’s browser (14 days at most) and do not reach us. You can delete it at any time with the “Delete draft” button; it is removed automatically when the test is sent. Consent boxes are never written to the draft.
- Retention: 24 months at most; when the period ends, the record is deleted from the ledger automatically. The report in the imam’s mailbox is deleted manually at the same point.
- Withdrawing consent and deletion: you can withdraw your consent at any time. Simply write to imam@ulucamii.be; your record is deleted from the ledger and from the imam’s mailbox. The summary already sent to you remains in your own inbox.
The Association’s Member Register
When you join the association, a member record is kept about you. This register is held at the association’s registered office and is not published on this website.
- Legal obligation: under Article 9:3 of the Belgian Code of Companies and Associations (CSA), every association must keep a register of members stating their surname, first name and domicile; admissions, resignations and exclusions are recorded in it by the administrative body. This minimum data does not require your consent — the legal basis is compliance with a legal obligation (GDPR Art. 6(1)(c)).
- Membership dues: your payments and any outstanding balance are recorded as part of the membership relationship and the association’s accounting obligations.
- Consent-based data: beyond the legal minimum — address in Türkiye, date and place of birth, the names of your spouse and children, your occupation and employer, your passport photograph — information is kept only with your signed consent and only to the extent you allow. You consent item by item; ticking none of them has no effect on your membership, and you may withdraw your consent at any time.
- Right to consult: as a member you may consult the register upon simple written request to the administrative body (CSA Art. 9:3).
- Religious affiliation: membership of a mosque association reveals a religious belief and is therefore special category data; it is processed under the association exemption in GDPR Art. 9(2)(d) and is never disclosed outside the association without your explicit consent.
- Identity documents: your national register number and identity card number are not recorded in the member register. Where a copy is required for an official procedure, it is kept in a separate, access-restricted file and destroyed once the procedure is complete.
- Access: only mandated members of the administrative body have access to the register. Data is never sold, transferred, or shared in WhatsApp groups or similar channels.
- Record of processing: the association maintains a written record of its processing activities in accordance with Article 30 GDPR.
Parents’ Portal (Qur’an School) and Future Member Portal
The Qur’an school parents’ portal has been live since 6 September 2026: /en/parents-portal/. The member portal is not yet open; the principles below apply to both.
Digital lesson journal: Work, homework, reading, self-reflection and next-step notes entered by a teacher for each pupil and lesson are restricted to teachers. Text copied from the paper workbook is identified as such; no drawing or handwritten signature image is collected. The teacher may review and publish a weekly summary in the guardians’ bulletin. The portal retention periods and administrative review and deletion procedures below also apply to these notes.
Weekly class bulletin: The lessons, home practice, materials and family note prepared by the teacher are stored in the pupil’s portal record. Only authorised guardians and teachers can view a published bulletin. “I have read the bulletin” records its version and the server time under the parent’s account; no handwritten signature image is collected. Each parent sees their own acknowledgement, and the teacher can see those of the relevant guardians. The portal retention periods below also apply. On request, administrators can review and delete bulletins and acknowledgements together with the pupil’s other portal records.
- Learning workshop (12 September 2026): New home practice reflections are saved to your account: activity identifier, last practice date, suggested review date and need for help. Only the latest record per activity is kept (up to 65 per pupil). Only the pupil’s authorised guardians and teacher can access it; these are not teacher grades. Bag checks and practice style stay on the device. If disconnected, saved practice waits in this browser and is sent when connectivity returns or when you use the sync button. Older local-only history is not uploaded automatically. Clearing the local notebook does not delete account records; contact info@ulucamii.be to request deletion. The portal retention periods below also apply.
- Infrastructure: the portal runs on Google Firebase: Firebase Authentication for accounts and sign-in, Cloud Firestore for the portal data. For these services Google acts as data processor (Firebase Data Processing and Security Terms). The site’s pages are hosted on GitHub Pages; portal data does not pass through GitHub.
- Data location: portal data (Cloud Firestore) is hosted within the European Union, in the Belgium (europe-west1) region. The authentication service, however, is operated by Google only from data centres in the United States, so sign-in data (e-mail address, password hash, IP address and browser information at sign-in) is processed in the United States. This transfer is covered by Google LLC’s certification under the EU-U.S. Data Privacy Framework and by the EU Standard Contractual Clauses. Google keeps sign-in IP logs for a few weeks; when an account is deleted, authentication data is removed within at most 180 days.
- Creating an account: a one-time sign-in link is sent to the parent’s e-mail address given on the registration form; the parent opens the link and chooses their own password. No identity number, date of birth or any other personal data is requested or used for sign-in.
- Portal e-mails: sign-in and password-reset messages are sent from noreply@ulucamii.be through the association’s own e-mail infrastructure (provider: Purelymail — Add Rabbit LLC, USA; Amazon Web Services infrastructure). The only personal data passed to the provider is the recipient’s e-mail address; replies reach
info@ulucamii.be. - Data held in the portal: the student’s first and last name, registration reference, group, the parent’s e-mail address and contact language; attendance records per lesson day; progress, evaluations and notes entered by the teacher; weekly memorisation and homework, school announcements; the parent’s messages to the teacher (absence excuse, contact, question). The portal holds no national register number, home address, phone number, date of birth or photo.
- Who can see it: each parent sees only their own child’s records; this limit is enforced by server-side security rules. The school’s teachers see all students’ records and enter the data.
- Purpose: tracking the Qur’an school student’s attendance, progress and homework, and parent–teacher communication; later, membership and dues management.
- Legal basis: for membership data, the contractual relationship between the association and the member; for data relating to a child, the consent of the parent/legal guardian given at registration. In Belgium, the processing of data relating to children under 13 is lawful only with the consent of the parent/legal guardian.
- Data on religious affiliation: membership of a mosque association and enrolment in the Qur’an school are, by their nature, information indicating religious affiliation, and are classified as “special category data” under the GDPR. This data is processed under the association exemption defined in GDPR Art. 9(2)(d): it is limited strictly to members, former members, and persons who maintain regular contact with the association’s activities, and it is never disclosed outside the association without the explicit consent of the data subject.
- Data minimisation — the register and the portal are not the same thing: the registration register and the member register may contain the information described in the previous sections; the portal does not contain all of it. National register numbers and home addresses are not transferred to the portal; it holds only the minimum needed for tracking and communication.
- Retention periods: membership data is kept for at most 2 years from the end of membership; Qur’an school student data and portal records are kept for at most 2 years from the end of the relevant academic period. A parent’s account is deleted earlier on request (info@ulucamii.be). Legal accounting records are kept separately and for longer, in line with the general retention period under Belgian law (approximately 7 years).
Your Rights
Under the GDPR, you have the following rights regarding data processed about you:
- The right to request access to your data
- The right to request correction of inaccurate data
- The right to request deletion of your data
- The right to object to processing
- The right to request portability of your data
To exercise these rights, you may contact us at info@ulucamii.be.
Data Breach Notification
Should a security breach be identified that may affect your personal data, the competent authority (GBA/APD) will be notified as soon as legally possible, and no later than 72 hours after discovery.
Right to Complain
If you have a complaint regarding how your personal data is processed, in addition to contacting us directly, you may also lodge a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données — GBA/APD):
Rue de la Presse 35, 1000 Bruxelles — autoriteprotectiondonnees.be
Last updated: 13 October 2026