WHAT PERSONAL INFORMATION DO WE COLLECT?
When you express an interest in becoming a member of the U3A you will be asked to provide certain information. This includes:
- Home address
- Email address
- Telephone numbers
- Subscription preferences
- Gift Aid Preferences
HOW DO WE COLLECT THIS PERSONAL INFORMATION?
All the information collected is obtained directly from you. This is usually at the point of your initial registration. The information will be collected via a membership form. At the point that you provide your personal information for membership purposes, we will also request that you provide consent for us to store and use your data. Your consent is required in order to ensure our compliance with data protection legislation.
HOW DO WE USE YOUR PERSONAL INFORMATION?
We use your personal information:
- To provide our U3A activities and services to you
- For administration, planning and management of our U3A
- To communicate with you about your group activities
- To monitor, develop and improve the provision of our U3A activities We may send you messages by email, telephone and post to advise you of U3A activities.
WHO DO WE SHARE YOUR PERSONAL INFORMATION WITH?
We may disclose information about you, including your personal information:
- Internally – to committee members and group leaders – to facilitate your participation in U3A activities.
- Externally – to the Third Age Trust for the direct mailing of the Trust magazines (Third Age Matters and Sources).
- If we have a statutory duty to disclose it for other legal and regulatory reasons.
HOW LONG DO WE KEEP YOUR PERSONAL INFORMATION?
We need to keep your information so that we can provide our services to you. In most instances information about your membership will not be stored for longer than 12 months. The exceptions to this are:
(i) Gift Aid forms will be kept after cancellation or departure from U3A in accordance with HMRC instructions.
(ii) Instances where there may be legal or insurance circumstances that require information to be held for longer whilst this is investigated or resolved. Where this is the case then you will be informed as to how long the information will be held for and when it is deleted.
HOW YOUR INFORMATION CAN BE UPDATED OR CORRECTED
To ensure the information we hold is accurate and up to date, you need to inform the U3A as to any changes to your personal information. You can do this by contacting the Membership Secretary at any time: Email: firstname.lastname@example.org Telephone: 01844 291909
On an annual basis you will have the opportunity to update your information, as required, via the membership renewal form. Should you wish to view the information that the U3A holds on you, you can make this request by contacting the Membership Secretary – as detailed above. There may be certain circumstances where we are not able to comply with this request. This would include where the information may contain references to another individual or for legal, investigative or security reasons. Otherwise we will usually respond within 14 days of the request being made.
HOW DO WE STORE YOUR PERSONAL INFORMATION?
We have in place a range of security safeguards to protect your personal information against loss or theft, as well as unauthorised access, disclosure, copying, use, or modification. Your membership information is held on a database and spreadsheet and may be accessed by committee members, the Newsletter Editor, the Database Administrator and the Database Developer as appropriate. Security measures include secure passwords, firewalls and anti-virus software.
AVAILABILITY AND CHANGES TO THIS POLICY
This policy is available on the U3A website www.bucksvoice.net/u3ahaddenham . This policy may change from time to time. If we make any material changes we will make members aware of this via the newsletter and the monthly members’ meetings.
If you have any queries about this policy or have any complaints about our privacy practices, please contact the Chairman: Email: email@example.com Telephone: 01844 875292
Policy review date: January 2019