Effective Date: 22 March 2026
Hajj Guides UK (“we”, “our”, “us”) is committed to protecting your privacy and handling your personal data responsibly and transparently.
This Privacy Policy explains how we collect, use, store, share and protect personal information when you:
Register your interest in Hajj services;
Attend our seminars, webinars, workshops or events;
Use our website;
Join our WhatsApp or Telegram groups;
Communicate with us by telephone, email, social media or messaging platforms; or
Receive support and guidance from Hajj Guides UK.
We process personal data in accordance with:
The UK General Data Protection Regulation (UK GDPR);
The Data Protection Act 2018; and
Where applicable, the Personal Data Protection Law (PDPL) of the Kingdom of Saudi Arabia.
Hajj Guides UK primarily provides guidance, support, education, logistics assistance and communications relating to Hajj. Hajj package bookings, contracts and payments are generally completed directly through Nusuk Hajj and authorised Hajj service providers.
Hajj Guides UK acts as a Data Controller for personal data collected through our website, registration forms, communications, seminars, support services and community groups.
In certain circumstances, Hajj Guides UK may act jointly with, or share data with, authorised Hajj providers and official Hajj platforms where necessary to facilitate Hajj-related services.
Contact Details
Hajj Guides UK
Email: info@hajjguides.org
Phone: 0845 833 4145
For any privacy-related requests, including access to your personal data, please contact us using the details above.
Registration and Enquiry Information
When you register your interest or contact us, we may collect:
Full name;
Nationality;
Email address;
Mobile telephone number;
City and country of residence;
Passport information;
Hajj package preferences;
Information provided through enquiries or support requests.
Pilgrim Information
Where you proceed with a Hajj package, we may collect additional information including:
Travel information;
Accommodation details;
Group allocation information;
Emergency contact details;
Vaccination information;
Mobility requirements;
Wheelchair requirements;
Other information reasonably required to support your pilgrimage.
Website Information
When you use our website, we may collect:
IP address;
Browser information;
Device information;
Website usage information through analytics technologies.
Communications Information
We may retain records of communications made through:
Email;
Telephone;
WhatsApp;
Telegram;
Website contact forms;
Social media channels.
Individuals under the age of 18 must not submit personal information directly to Hajj Guides UK.
Where a pilgrim is under 18 years of age:
Information must be provided by a parent or legal guardian;
The parent or guardian is responsible for ensuring information supplied is accurate;
We may require verification of parental responsibility where appropriate.
We use personal data for the following purposes:
Managing registrations and expressions of interest;
Providing Hajj guidance and support;
Communicating important Hajj updates;
Allocating guides and support teams;
Managing seminars, webinars and educational activities;
Facilitating group communications;
Assisting with travel and logistical arrangements;
Supporting pilgrims during Hajj;
Maintaining records for administrative, legal and regulatory purposes;
Improving our services and website.
Under UK GDPR, we process personal data using one or more of the following lawful bases:
Contractual Necessity
Where processing is necessary to provide requested services or support.
Legitimate Interests
Where processing is necessary to:
Communicate with pilgrims;
Provide support and guidance;
Operate community groups;
Improve services;
Maintain appropriate records.
We ensure such interests do not override your rights and freedoms.
Legal Obligations
Where processing is required to comply with applicable laws, regulations or lawful requests from authorities.
Consent
Where consent is required, including certain marketing communications and the processing of specific categories of personal information.
Some information we collect, such as vaccination information, mobility requirements or health-related information, may constitute Special Category Data under UK GDPR.
Such information is collected only where necessary to:
Support your Hajj journey;
Assist with health, accessibility or welfare requirements;
Facilitate travel and accommodation arrangements;
Respond to emergencies.
Special Category Data is processed only where a valid UK GDPR lawful basis and an appropriate condition for processing apply.
We may share personal information with:
Authorised Hajj providers;
Nusuk Hajj;
Saudi Arabian Hajj authorities;
Airlines;
Hotels and accommodation providers;
Transport providers;
Visa and travel service providers;
Professional advisers;
Technology and cloud service providers.
Where a pilgrim expresses interest in a Hajj package through Hajj Guides UK, personal data may be shared with the relevant Hajj provider to assess eligibility, communicate package information, allocate guides, provide logistical support and facilitate Hajj-related services.
We do not sell personal information to third parties.
Providing Hajj-related services requires the transfer of personal data outside the United Kingdom.
Personal information may be transferred to:
Saudi Arabia;
Google services;
WhatsApp (Meta);
Telegram;
Airtable;
Other service providers involved in delivering our services.
Where international transfers occur, we take reasonable steps to ensure appropriate safeguards are implemented in accordance with UK GDPR requirements.
Information transferred to Saudi Arabia may also be processed in accordance with the Kingdom of Saudi Arabia’s Personal Data Protection Law (PDPL).
Hajj Guides UK operates WhatsApp and Telegram groups to provide support, guidance and important updates.
These groups may be used for:
Hajj announcements;
Package updates;
Travel and logistics information;
Health and safety guidance;
Pilgrim support;
Communications during Hajj.
Important Information
By joining a WhatsApp group:
Other members may be able to view your telephone number;
Other members may be able to view your profile name and profile picture depending on your personal settings;
Communications are subject to WhatsApp’s own privacy practices.
By joining a Telegram group:
Certain profile information may be visible according to your Telegram privacy settings;
Communications are subject to Telegram’s own privacy practices.
Participation in community groups is voluntary.
We cannot control how other group members use information they can lawfully view within the group environment.
Members should avoid sharing:
Passport details;
Financial information;
Sensitive medical information;
Security codes or passwords.
Group members who misuse personal information may be removed from the group.
Hajj Guides UK may record webinars, seminars, workshops or educational sessions.
Recordings may be used for:
Training;
Educational purposes;
Future viewing by registered participants;
Service improvement.
Where recordings are made, participants will be informed before or during the event.
We may send:
Registration updates;
Hajj announcements;
Important service information;
Event invitations;
Educational resources.
Where required by law, marketing communications will only be sent where appropriate consent has been obtained or another lawful basis applies.
You may opt out of non-essential communications at any time.
Our website may use:
Google Analytics;
YouTube embedded videos;
Security and performance technologies.
These services may collect information about your interaction with our website.
Additional information may be available through our Cookie Policy.
We retain personal information only for as long as necessary.
Our standard retention periods are:
| Record Type | Retention Period |
|---|---|
| General enquiries | 3 years |
| Registration records | 3 years |
| Pilgrim records | 7 years |
| Financial or compliance records | As required by law |
Data may be retained longer where required by legal obligations, dispute resolution or safeguarding purposes.
We implement appropriate technical and organisational measures to protect personal information against:
Unauthorised access;
Accidental loss;
Misuse;
Alteration;
Disclosure;
Destruction.
Access to personal information is restricted to authorised personnel and service providers who require access for legitimate purposes.
Subject to applicable law, you may have the right to:
Access your personal data;
Correct inaccurate information;
Request deletion of personal data;
Restrict processing;
Object to processing;
Withdraw consent where consent is relied upon;
Request data portability;
Lodge a complaint with the Information Commissioner’s Office (ICO).
To exercise any of these rights, please contact:
If you are unhappy with how we process your personal information, please contact us first so that we can try to resolve the matter.
You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):
Information Commissioner’s Office (ICO)
We may update this Privacy Policy from time to time to reflect legal, operational or service changes.
The latest version will always be published on our website and the effective date will be updated accordingly.
