Privacy Policy | Sikh Matrimony

Sikh Matrimonial Service

Privacy Notice, Membership Terms, Profile Consent and Safeguarding Policy Operated by: Siri Guru Nanak Darbar (Sikh Temple) Registered charity number: 289430
Registered address: Guru Nanak Marg, Gravesend, Kent, DA12 1AG
Data Protection Lead: Gurpreet Singh Hunjan
Privacy and general enquiries: info@sikhmatrimonial.org
Safeguarding concerns: safeguarding@gndg.org
Effective date: 12 July 2026
Version: 1.0 Review date: July 2027

1. About the Sikh Matrimonial Service

The Sikh Matrimonial Service is a volunteer-operated introduction service provided by Siri Guru Nanak Darbar (Sikh Temple), also known as Sri Guru Nanak Darbar. The service is intended to help eligible adults seeking marriage connect with other approved members in a respectful, secure and community-focused environment. The service provides introductions only. It does not guarantee compatibility, marriage, the accuracy of every statement made by a member or the suitability of any person. For data-protection purposes, Siri Guru Nanak Darbar (Sikh Temple) is the data controller responsible for deciding how and why personal information is used through the Sikh Matrimonial Service.

PART A — PRIVACY NOTICE

2. Purpose of this Privacy Notice

This notice explains:

What personal information do we collect?
Why we collect and use it.
The lawful bases on which we rely.
Who may have access to it.
How long we retain it.
How we protect it.
Your rights.
How to contact us or make a complaint.

This notice applies to applicants, approved members, former members, people who contact the service and individuals involved in complaints or safeguarding matters.

3. Information We May Collect

Depending on how you use the service, we may collect the following categories of information.

3.1 Account and identity information

Full name.
Preferred or display name.
Date of birth and age.
Email address.
Telephone number.
Postal address or general location.
Wix member-account details.
Unique member or application reference.
Login, account-status and membership information.
Date and time of registration.
Identity-verification status.
Details of identification documents checked by an authorised administrator.

We will normally record that identification has been checked rather than retain a complete copy of a passport, driving licence or other identity document. Where a copy must exceptionally be retained, the applicant will be informed why it is needed, who can access it and when it will be securely deleted.

3.2 Matrimonial profile information

This may include:

Age.
Gender.
Height and general appearance.
Marital status.
Whether the applicant has children.
Education.
Profession or occupation.
General location.
Languages spoken.
Interests and lifestyle information.
Religious background, beliefs, practices or preferences.
Family background.
Matrimonial and partner preferences.
Photographs.
A personal introduction or profile description.

Applicants should not provide unnecessary names, addresses, photographs, contact details or sensitive information about parents, children, relatives or any other person. Where information about another identifiable person is provided, the applicant must have that person’s permission or another lawful reason to provide it.

3.3 Service activity information

We may collect information about:

Applications and approval status.
Profile updates.
Introduction requests sent and received.
Acceptance or rejection of requests.
Account activity.
Last login or last activity date.
Profile suspension, restriction or closure.
Communications with service administrators.
Consent and acknowledgement records.
Complaints, reports and safeguarding concerns.

3.4 Technical Information

When you access the website, Wix and connected services may collect technical information such as:

IP address.
Browser type.
Device type.
Operating system.
Website usage information.
Login and security logs.
Cookies and similar technologies.
Approximate location derived from technical information.

Further information about optional cookies and analytics should be provided through the website’s cookie notice and consent banner.

3.5 Special-category information

Information about religious beliefs is classed as special-category personal data. Depending on the information voluntarily included in a profile or safeguarding report, other special-category information may also arise, such as information relating to health, ethnicity or sexual orientation.

Applicants should only provide information that is relevant and necessary for the matrimonial service.

We will seek explicit consent before using religious-belief information or other special-category profile information for matrimonial matching and profile display.

4. How We Obtain Information

We may obtain personal information:

Directly from you through registration and profile forms.
When you create a website member account.
When you contact the service by email, telephone or in person.
When you send or respond to an introduction request.
When you report a concern.
From an authorised family representative where you have expressly authorised them to act for you.
From another member where they make a complaint or safeguarding report.
Automatically through Wix, cookies, security logs and website technology.

Where an application is submitted with assistance from a parent, relative or representative, the applicant must personally understand and agree to the registration, privacy and consent terms. No person may create a profile for another adult without that adult’s knowledge and express permission.

5. Why We Use Personal Information

We may use personal information to:

Create and manage member accounts.
Receive and review matrimonial applications.
Confirm eligibility and conduct identity checks.
Create and display approved matrimonial profiles.
Enable members to search and view suitable profiles.
Facilitate introduction requests.
Share contact information following mutual agreement.
Communicate about applications, profiles and introductions.
Prevent duplicate, fraudulent or misleading accounts.
Maintain the safety, integrity and security of the service.
Investigate complaints, misuse and safeguarding concerns.
Suspend, restrict or close accounts.
Meet legal, regulatory, safeguarding and insurance obligations.
Establish, exercise or defend legal claims.
Improve website accessibility, reliability and service delivery.
Maintain records demonstrating consent and compliance.

We will not use matrimonial information for unrelated advertising or sell personal information.

6. Our Lawful Bases

We use personal information only where we have a lawful basis under UK data-protection law.

6.1 Consent — Article 6(1)(a)

We rely on consent to:

Create and operate a matrimonial profile.
Display approved profile information to approved members.
Use photographs for the matrimonial service.
Facilitate matrimonial matching.
Share contact information after the relevant member has agreed.
Send optional service communications where consent is required.

Consent may be withdrawn at any time by contacting info@sikhmatrimonial.org. Withdrawal will not affect processing that lawfully took place before consent was withdrawn. Withdrawing consent to essential profile processing will normally mean that the profile must be hidden or closed because the matrimonial service cannot operate the profile without that information.

6.2 Contractual steps — Article 6(1)(b)

Where applicable, we process information because it is necessary to:

Consider an application to join the service.
Administer the membership terms accepted by an applicant.
Provide the introduction service requested by an approved member.

6.3 Legitimate interests — Article 6(1)(f)

We may rely on our legitimate interests to:

Protect members and the charity.
Maintain website and account security.
Prevent fraud, impersonation and misuse.
Investigate complaints.
Maintain limited administrative and audit records.
Enforce the membership terms.
Establish, exercise or defend legal claims.
Improve the service.

Where we rely on legitimate interests, we will consider whether our interests are necessary, fair and proportionate and balance them against the rights and interests of the affected person.

6.4 Legal obligation — Article 6(1)(c)
We may process information where necessary to comply with a legal or regulatory obligation.

6.5 Vital interests — Article 6(1)(d)

In an emergency, we may use or disclose information where necessary to protect someone’s life or physical safety.

7. Special-Category Information

For religious beliefs and other special-category information voluntarily included in a matrimonial profile, we rely primarily on:

Article 9(2)(a) — explicit consent.

You will be asked to give a clear, specific and separate confirmation that you explicitly consent to the processing of religious-belief and other relevant special-category information for:

Reviewing your application.
Operating your matrimonial profile.
Matching and introduction purposes.
Displaying approved profile information to approved members.

In safeguarding, legal or emergency situations, a different Article 9 condition may apply where permitted by law. This may include circumstances involving substantial public interest, legal claims or the protection of vital interests

Withdrawal of consent does not always require us to delete information that we must retain for legal claims, serious safeguarding matters, regulatory requirements or the protection of another person.

8. Profile Visibility and Information Sharing

Approved profile information may be displayed only to approved members who are logged into the service.

The profile information displayed may include:

First name or approved display name.
Age.
General location.
Height.
Marital status.
Education.
Profession.
Religious background.
Interests and lifestyle information.
Family background in general terms.
Matrimonial preferences.
Photographs.
Personal profile description.

The following information will not ordinarily be displayed on a public profile:

Full home address.
Personal email address.
Personal telephone number.
Identity-document information.
Full date of birth.
Administrator notes.
Safeguarding information.
Complaint information.

Personal contact information will only be shared through the agreed introduction process and with the relevant member’s permission.

Members must not disclose, copy, photograph, screenshot, download, publish, circulate or forward another member’s profile or personal information without that person’s permission.

9. Who May Receive or Access Information

Information may be accessed or disclosed to:

Authorised Sikh Matrimonial Service administrators.
The Data Protection Lead.
Authorised safeguarding leads.
Charity trustees where necessary for governance, serious complaints or safeguarding.
Approved members, but only in relation to approved profile information.
Wix and its authorised subprocessors, which provide website hosting, member accounts, databases, communications and security services.
Email and communication providers.
Professional advisers, insurers or technical support providers where necessary.
Police, courts, regulators, local authorities or safeguarding bodies where required or permitted by law.
Another organisation where necessary to protect someone from a serious risk of harm.

All volunteers and administrators with access to information must maintain confidentiality and only access information necessary for their authorised responsibilities.

We do not sell personal information.
We do not permit other members to use profile information for marketing, commercial databases, social-media publication or any purpose unrelated to a genuine matrimonial introduction.

10. Wix and Other Service Providers

The website is operated using Wix. Wix and its authorised subprocessors may process information on our behalf to provide:

Website hosting.
Member accounts.
Content-management and database functions.
Form processing.
Email or notification services.
Security and fraud prevention.
Technical support.
Analytics and cookies, where enabled.

These providers may act as data processors or, for certain functions, as independent data controllers.

Where a provider processes information on our behalf, we expect it to process that information under appropriate contractual and data-protection obligations.

11. International Processing

Some website, hosting, communication or support providers may process or make information accessible outside the United Kingdom. Where personal information is transferred internationally, we will seek to ensure that an appropriate legal safeguard is in place. This may include:

A UK adequacy regulation.
The UK International Data Transfer Agreement.
The UK Addendum to approved standard contractual clauses.
Another safeguard permitted under UK data-protection law.

Further information about relevant international safeguards may be requested from info@sikhmatrimonial.org.

12. Data Security

We take reasonable organisational and technical steps to protect personal information. These may include:

Role-based access controls.
Restricted administrator permissions.
Password-protected member accounts.
Secure website connections.
Access limited to authorised volunteers and administrators.
Confidentiality requirements.
Periodic review of access rights.
Security and activity logs.
Backup and recovery arrangements provided through relevant platforms.
Removal of access when a volunteer or administrator no longer requires it.
Procedures for responding to suspected personal-data breaches.

No online system can be guaranteed to be completely secure. Members must also protect their accounts by using a strong password, keeping login details confidential and promptly reporting suspected unauthorised access.

13. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, safeguarding, audit and complaint-handling requirements.

Our intended retention periods are:

13.1 Incomplete applications

An incomplete application may be retained for up to 90 days from the last activity and then deleted, unless the applicant asks us to retain it for longer.

13.2 Rejected or withdrawn applications

Application information will normally be deleted or anonymised within six months after rejection or withdrawal. We may retain a minimal record, such as name, email address, application date and reason for refusal, for up to three years where reasonably necessary to prevent repeated fraudulent applications, manage complaints or protect the service.

13.3 Active approved profiles

Active profile information is retained while the member remains registered and actively uses the service.

13.4 Inactive profiles

Profiles may be reviewed after six months of inactivity. We may contact the member to confirm whether the profile should remain active. If no response is received, the profile may be hidden or deactivated.

13.5 Closed profiles

Following account closure or withdrawal of profile consent:

The profile will be hidden from members as soon as reasonably practicable.
Ordinary profile information will normally be deleted or anonymised within 90 days.
Secure backups may retain residual copies for a limited period until overwritten through the normal backup cycle.

13.6 Introduction-request records

Introduction requests and their statuses may be retained for up to two years after completion or closure for administration, dispute resolution and safeguarding.

13.7 Routine communications

Routine enquiries and administrative correspondence may be retained for up to two years after the matter is closed.

13.8 Complaints, serious misconduct and safeguarding records

Complaint, fraud, misconduct and safeguarding information may be retained for up to six years after the matter is closed, or longer where:

There is an ongoing risk.
A legal claim or investigation is possible.
A statutory or regulatory requirement applies.
The information is necessary to protect an individual.

Retention will be reviewed and information will not be kept merely because it might be useful in the future.

13.9 Consent and compliance records

Records showing consent, withdrawal of consent, acceptance of terms, account status and important administrator decisions may be retained for up to six years after membership ends where necessary to demonstrate compliance or respond to a claim.

14. Your Data-Protection Rights

Depending on the circumstances and the lawful basis used, you may have the right to:

Be informed about how your information is used.
Request access to your personal information.
Ask us to correct inaccurate or incomplete information.
Ask us to delete information.
Ask us to restrict how information is used.
Object to processing based on legitimate interests.
Request transfer of information you provided in a suitable electronic format.
Withdraw consent at any time where processing relies on consent.
Complain about how your information is handled.
Ask for information about any solely automated decision-making.

These rights are not absolute. In some cases, the law permits or requires us to continue retaining or using limited information.

To exercise a right, contact:

Data Protection Lead: Gurpreet Hunjan

Email: info@sikhmatrimonial.org

Postal address: Siri Guru Nanak Darbar, Guru Nanak Marg, Gravesend, Kent, DA12 1AG

We may request reasonable evidence of identity before responding.

We will normally respond within one calendar month. Where a request is unusually complex or involves multiple requests, the period may be extended as permitted by law, and the requester will be informed.

15. Withdrawing Consent and Closing a Profile

A member may withdraw profile consent or request account closure by:

Using the account-closure facility, where available; or
Emailing info@sikhmatrimonial.org.

Following withdrawal:

The active matrimonial profile will be hidden as soon as reasonably practicable.
New introduction requests will no longer be permitted.
Information relying solely on consent will be deleted in accordance with the retention section.
Limited records may still be retained where another lawful basis applies.

Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

16. Automated Decision-Making

The service does not intend to make decisions producing legal or similarly significant effects solely through automated processing. Search tools or filters may help members identify profiles matching selected preferences, but they do not independently decide whom a member should contact, meet or marry. Members and administrators remain responsible for decisions and introductions.

17. Children

The Sikh Matrimonial Service is only available to people aged 18 or over. We do not knowingly accept matrimonial applications from children. Where we reasonably believe an applicant is under 18, the application will be rejected and associated information will be deleted, except where limited retention is necessary for safeguarding or legal purposes.

18. Data Breaches

A personal-data breach may include unauthorised access, disclosure, alteration, loss or destruction of personal information. Suspected breaches must be reported immediately to the Data Protection Lead at info@sikhmatrimonial.org.

We will:

Investigate the concern.
Take reasonable containment measures.
Assess the potential risk to individuals.
Record the incident and response.
Notify affected individuals where required.
Notify the Information Commissioner’s Office where legally requir

19. Complaints About Personal Information

Concerns about the use of personal information should first be sent to:

Gurpreet Hunjan

Data Protection Lead

Siri Guru Nanak Darbar

Guru Nanak Marg

Gravesend

Kent

DA12 1AG

Email: info@sikhmatrimonial.org

We will acknowledge and investigate data-protection complaints and aim to provide a clear response without undue delay.

You also have the right to complain to the UK’s data-protection regulator:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Telephone: 0303 123 1113

Making a complaint to us first does not affect your right to contact the Information Commissioner’s Office.

PART B — MEMBERSHIP TERMS AND CONDITIONS

20. Acceptance of These Terms

By applying to join or using the Sikh Matrimonial Service, you confirm that:

You have read and understood these terms.
You agree to follow them.
The information you provide is truthful and accurate.
You are personally seeking a matrimonial introduction.
You are legally able to enter into these terms.
You are aged 18 or over.

Acceptance of the terms does not automatically guarantee approval.

21. Eligibility

Applicants must:

Be aged 18 or over.
Be legally free to marry.
Apply for a genuine matrimonial purpose.
Provide truthful and reasonably complete information.
Cooperate with proportionate identity and eligibility checks.
Agree to the privacy and profile-consent arrangements.
Comply with the service’s conduct and safeguarding requirements.

We may decline, suspend or remove an application where eligibility cannot be established or where there are reasonable concerns about safety, honesty or misuse.

22. Application and Approval

All applications are subject to review. The service may:

Request identification.
Request clarification or supporting information.
Arrange an in-person or remote verification discussion.
Contact the applicant using the details provided.
Approve, reject, suspend or return an application for further information.
Require an applicant to update inaccurate or incomplete information.

Approval decisions will be made in good faith for the proper operation and safety of the service. Applicants must not create multiple accounts to avoid a rejection, suspension or restriction.

23. Accuracy and Honesty

Members must ensure that all information is truthful, current and not misleading. Members must promptly update material changes, including changes to:

Marital status.
Relationship status.
Contact information.
Location.
Employment or occupation.
Personal circumstances relevant to the profile.
Decision to continue seeking a matrimonial introduction.

Members must not:

Impersonate another person.
Use another person’s photograph.
Exaggerate or misrepresent qualifications, employment, finances, immigration status or family circumstances.
Hide an existing marriage, civil partnership or relationship.
Submit false documents.
Create an account on behalf of another adult without that adult’s express involvement and permission.

24. Nature and Limits of the Service

The Sikh Matrimonial Service provides a platform for matrimonial introductions. The charity and its volunteers do not ordinarily conduct comprehensive checks into:

Criminal history.
Financial status.
Employment.
Education.
Immigration status.
Medical history.
Family background.
Personal character.
Compatibility.
Whether every statement made by a member is accurate.

Any identity or administrative verification does not amount to a guarantee or endorsement of a member.

Members remain responsible for making their own enquiries and deciding whether to communicate, meet or proceed with a relationship. The charity cannot guarantee:

That a suitable match will be found.
That another member will respond.
Compatibility.
Engagement or marriage.
The continued availability of any profile.
The accuracy of every statement supplied by an applicant.

25. Acceptable Conduct

Members must:

Communicate respectfully.
Respect another person’s decisions and boundaries.
Stop contact when asked.
Use information only for genuine matrimonial purposes.
Protect the confidentiality of other members.
Report serious concerns promptly.
Comply with reasonable administrator instructions.

Members must not:

Harass, intimidate, threaten or pressure another person.
Use abusive, discriminatory, sexually explicit or offensive language.
Send inappropriate photographs, videos or other material.
Repeatedly contact someone who has declined or stopped responding.
Publish, forward or circulate a profile.
Use profile information for gossip, ridicule or humiliation.
Use the service for casual dating, commercial activity or immigration arrangements.
Seek money, gifts, loans, investments or financial assistance.
Promote a business, product, campaign or unrelated organisation.
Collect information to create another database.
Scrape, copy or systematically download profiles.
Share account login details.
Attempt to bypass access controls.
Contact members after suspension or removal through information obtained from the service.
Retaliate against someone who makes a report.

26. Photographs and Content

Photographs must:

Genuinely show the applicant.
Be recent and reasonably clear.
Be appropriate for a matrimonial profile.
Not include another identifiable person without permission.
Not contain offensive or misleading content.
Not infringe another person’s intellectual-property or privacy rights.

The service may reject or remove photographs or content that are inappropriate, misleading, poor quality or inconsistent with the purpose of the service. By uploading a photograph or profile text, the member permits the charity to store and display it within the approved member area for the operation of the service. The member retains ownership of their original content.

27. Introduction Requests and Contact Details

An introduction request does not create any obligation to respond or proceed. Recipients may:

Accept.
Decline.
Report.

Members must not attempt to bypass the service’s contact-consent process. Contact details should only be disclosed after the relevant person has agreed.

Acceptance of an introduction request means only that the recipient is willing to permit the agreed next stage of communication. It does not imply agreement to meet, form a relationship, become engaged or marry. Either person may end communication at any time.

28. Confidentiality

All member information must be treated as confidential. Members must not:

Show profiles to friends, relatives or community members without permission.
Screenshot profiles.
Copy or download profile details.
Post profiles on social media.
Forward profile photographs.
Publish information in messaging groups.
Retain another member’s information after the introduction has ended where it is no longer needed.
Use another member’s details for any unrelated purpose.

A member may involve a trusted family member in a matrimonial decision, but must exercise discretion and should obtain the other member’s permission before sharing identifiable profile information outside the approved service.

29. Safety and Financial Fraud

Members should never:

Send money to another member.
Provide bank-account, card or online-banking details.
Pay alleged visa, travel, medical, legal or emergency expenses for another member.
Invest in a business or scheme promoted by another member.
Share passwords or security codes.
Provide copies of identity documents to another member without a clear and legitimate reason.

Requests for money or financial assistance should be treated as a serious warning sign and reported immediately. The charity is not responsible for private financial arrangements entered into between members.

30. Meetings and Communication Outside the Service

Members are responsible for decisions to communicate or meet outside the website. For initial meetings, members are encouraged to:

Meet in a public place.
Tell a trusted person where they are going.
Arrange their own transport.
Keep their telephone available.
Avoid disclosing their home address too early.
Avoid alcohol or anything that may affect judgment.
Leave immediately if they feel uncomfortable.
Preserve evidence of concerning communications.
Call 999 where there is an immediate risk of harm.

Involving family members may be appropriate, but it does not replace personal consent or the need for individual safety precautions.

31. Suspension, Restriction and Removal

The service may restrict, suspend, hide or close a profile where:

False or misleading information is provided.
Identity cannot be reasonably confirmed.
A member breaches these terms.
A safeguarding concern arises.
Harassment or inappropriate conduct is reported.
A member seeks money or engages in suspected fraud.
Account credentials are shared.
Another person appears to control the account improperly.
A profile remains inactive.
Continued access may create a risk to another person or the service.
The member withdraws required consent.
The service is legally required to act.

Where appropriate, the member may be informed of the reason and given an opportunity to respond.

However, information may be withheld where disclosure could:

Endanger another person.
Reveal a reporter’s identity.
Interfere with an investigation.
Breach confidentiality.
Prejudice legal or safeguarding action.

The service may impose an immediate temporary suspension while concerns are investigated.

32. Account Closure

Members may request closure at any time. On closure:

The profile will be removed from active searches.
New requests will be disabled.
Active introductions may be closed.
Personal information will be handled in accordance with the retention section.
The member must stop using information obtained through the service.

Closure does not prevent the charity from retaining limited information about serious misconduct, safeguarding concerns, disputes, fraud or legal claims where justified.

33. Availability and Changes to the Service

The service is operated by volunteers and may be changed, suspended or withdrawn. We may:

Update website functions.
Change the registration or approval process.
Introduce additional security requirements.
Temporarily suspend access for maintenance.
Limit new applications.
Close the service where it is no longer practical to operate.

We do not guarantee uninterrupted or error-free availability. Material changes to the privacy notice or membership terms will be published on the website and, where appropriate, communicated to members. Continued use may require renewed acceptance of updated terms or renewed consent.

34. Liability

Nothing in these terms excludes or limits liability where it would be unlawful to do so, including liability for:

Death or personal injury caused by negligence.
Fraud or fraudulent misrepresentation.
Any other liability that cannot legally be excluded.

Subject to the above, the charity is not responsible for:

Decisions made by members.
Statements made by applicants.
Compatibility or relationship outcomes.
Conduct occurring outside the service.
Financial arrangements between members.
Loss resulting from a member sharing information contrary to these terms.
Events outside the charity’s reasonable control.
Temporary website or third-party service interruptions.

Members should undertake their own checks and exercise reasonable care.

35. Governing Law

These terms are governed by the laws of England and Wales.

The courts of England and Wales will have jurisdiction, subject to any mandatory rights that apply to an individual.

PART C — PROFILE SHARING AND EXPLICIT CONSENT

36. Required Registration Confirmations

Privacy Notice

I confirm that I have read and understood the Sikh Matrimonial Service Privacy Notice, including how my personal information will be collected, used, stored and shared.

Membership Terms

I agree to the Sikh Matrimonial Service Membership Terms and Conditions and confirm that the information I provide is truthful and accurate.

Age and Eligibility

I confirm that I am aged 18 or over, legally free to marry and personally wish to register for a matrimonial introduction service.

Explicit Special-Category Consent

I explicitly consent to Siri Guru Nanak Darbar (Sikh Temple) processing information about my religious beliefs and any other special-category information I voluntarily provide for the purposes of reviewing my application, operating my matrimonial profile and facilitating matrimonial introductions.

Profile Display Consent

I consent to my approved matrimonial profile information and photographs being displayed to logged-in, approved members of the Sikh Matrimonial Service.

Contact Sharing

I understand that my personal contact details will not be displayed on my public profile and will only be shared through the agreed introduction process after I have given permission.

Family and Third-Party Information

I confirm that I have permission to provide any identifiable information about family members or other people included in my application.

Safeguarding

I have read and understood the Safeguarding and Reporting Policy and understand that serious concerns may be disclosed to trustees, safeguarding bodies, police or other authorities where necessary.

37. Consent Records

For each consent, the service should record:

The member’s identity.
The wording agreed to.
The date and time.
The version of the policy.
The method through which consent was given.
Any later withdrawal.
The date on which consent was withdrawn.
Any action taken following withdrawal.

Consent must not be inferred from silence, inactivity or a pre-ticked box.

PART D — SAFEGUARDING AND REPORTING POLICY

38. Safeguarding Commitment

Siri Guru Nanak Darbar is committed to providing a respectful and reasonably safe matrimonial introduction service. All members, volunteers and administrators must treat safeguarding concerns seriously.

A safeguarding concern may involve:

Harassment.
Threats or intimidation.
Stalking.
Coercive or controlling behaviour.
Unwanted repeated contact.
Sexual harassment.
Discrimination.
Fraud or financial exploitation.
Identity deception.
Misrepresentation of marital status.
Misuse of photographs or personal information.
Blackmail.
Domestic abuse.
Honour-based abuse.
Forced marriage concerns.
Risk of physical or emotional harm.
A child or vulnerable adult being placed at risk.

39. How to Report a Concern

Concerns should be reported as soon as possible to:

Safeguarding email: safeguarding@gndg.org

Reports should include, where available:

The reporter’s name and contact details.
The name or profile of the person concerned.
A clear description of what occurred.
Relevant dates and times.
Copies or screenshots of messages.
Details of any witnesses.
Whether anyone is in immediate danger.
Whether police or another organisation has been contacted.

Anonymous reports may be considered, although anonymity may limit the investigation. Where there is an immediate danger or a crime is taking place, call 999. For non-emergency police assistance, call 101.

40. How Reports Will Be Handled

The service may:

Acknowledge the report.
Preserve relevant account and communication records.
Temporarily suspend a profile.
Contact the reporter for further information.
Contact the person who has been reported, where safe and appropriate.
Consult the charity’s safeguarding lead or trustees.
Seek professional advice.
Refer the matter to police, social services, a regulator or another appropriate authority.
Close an account.
Retain a limited warning record to protect other members.

Reports will be handled as confidentially as reasonably possible. However, absolute confidentiality cannot be promised. Information may be shared where necessary to:

Protect a person from harm.
Investigate a serious allegation.
Obtain professional advice.
Comply with the law.
Cooperate with police or safeguarding authorities.
Establish, exercise or defend legal claims.

Information will be shared only with people who reasonably need it.

41. Fairness During Investigations

A report does not automatically prove wrongdoing. Where appropriate, investigations will seek to:

Act promptly.
Consider available evidence.
Treat people respectfully.
Avoid unnecessary disclosure.
Give the reported person a reasonable opportunity to respond.
Consider immediate safety before restoring access.
Record the decision and reasons.

The service may take precautionary action before completing an investigation where there is a reasonable safety, privacy or fraud concern.

42. Protection Against Retaliation

Members must not retaliate against, threaten, harass or pressure anyone who:

Declines an introduction.
Ends communication.
Makes a complaint.
Provides evidence.
Supports another person in reporting a concern.

Retaliation may result in immediate suspension or removal.

43. Member Safety Responsibilities

Members should:

Protect their login details.
Avoid sharing sensitive information too early.
Never send money.
Conduct independent checks.
Meet initially in a public place.
Tell a trusted person about meetings.
Respect all refusals and boundaries.
Stop communicating where asked.
Report concerning behaviour.
Preserve evidence.
Contact emergency services where required.

No website, volunteer administrator, family involvement or identity check can remove all risks. Members must exercise personal judgement and appropriate caution.

PART E — POLICY ADMINISTRATION

44. Staff and Volunteer Confidentiality

Administrators and volunteers with access to matrimonial information must:

Receive appropriate instructions.
Use information only for authorised purposes.
Maintain confidentiality.
Use secure passwords and accounts.
Avoid downloading information to personal devices unless authorised and protected.
Avoid discussing applications in public or with unauthorised people.
Report suspected breaches immediately.
Return or securely delete information when access ends.

Access should be reviewed regularly and removed promptly when no longer required.

45. Policy Review

This policy will be reviewed:

At least annually.
Following a serious incident.
Following a significant legal or regulatory change.
When the service or technology changes.
When new categories of information are collected.
When material changes are made to data sharing or retention.

The current version will be published on the Sikh Matrimonial website.

46. Contact Details

Privacy, membership and account enquiries

Gurpreet Hunjan
Data Protection Lead
Siri Guru Nanak Darbar
Guru Nanak Marg
Gravesend
Kent
DA12 1AG

Email: info@sikhmatrimonial.org

Safeguarding concerns

Email: safeguarding@gndg.org

General charity details

Registered charity: Siri Guru Nanak Darbar (Sikh Temple)
Charity number: 289430
Address: Guru Nanak Marg, Gravesend, Kent, DA12 1AG

Registration Page Summary

Before submitting an application, applicants should be shown the following short statement:

Your privacy matters

The Sikh Matrimonial Service is operated by Siri Guru Nanak Darbar (Sikh Temple), registered charity 289430.

We collect and use your information to review your application, operate your matrimonial profile, facilitate introductions, communicate with you and protect the safety and integrity of the service.

Approved profile information may be displayed to logged-in approved members. Your personal email address, telephone number, full address and identity-document information will not appear on your profile.

Religious-belief information is special-category personal data. We require your explicit consent to use this information for matrimonial matching and profile display. You may withdraw consent and request closure of your profile at any time by emailing info@sikhmatrimonial.org. Some limited records may be retained where necessary for legal, fraud-prevention or safeguarding reasons.

Please read the full Privacy Notice, Membership Terms and Safeguarding Policy before registering.