Barston U3A Privacy Policy
Barston U3A (hereafter ‘the U3A’) treats your privacy rights seriously. This privacy policy sets out how we will deal with your ‘personal information’, that is: information which could identify, or is related to the identity of, an individual.
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:
• Name
• Home address
• Email address
• Telephone numbers
• Gift Aid Declaration, if selected
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 with be collected via membership forms, membership renewal forms or online contact forms. The lawful basis for collecting and storing your information is due to the contractual relationship that you, as a member, have with the U3A. In order to inform you about the groups, activities and events which you can access as a member, we need to store and process a certain amount of information.
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 will send members messages by email, telephone or post to advise you of our U3A activities.
Who do we share your personal information with?
We may disclose information about you, including your personal information:
• internally, to other members solely to facilitate your participation in our U3A activities.
• externally, with your consent, for products or services such as direct mailing for the Trust magazine, Third Age Matters.
• 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 instances where there may be statutory or regulatory requirements or legal and insurance circumstances that require that require information to be held for longer whilst the issues are investigated or resolved. Where this is the case, then members will be informed as to how long the information will be held 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, members need to inform the U3A of any changes to their personal information. You can do this by contacting the Membership Secretary at any time.
On an annual basis, you will have the opportunity to update your information via the membership renewal form. Should you wish to view the information the U3A holds on you, you can make this request by contacting the Membership Secretary. There may be certain circumstances where we are not able to comply with this request. This would include where the information might contain references to other individuals or for legal, investigative or security reasons. Otherwise we would 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.
Our membership information is held on a spreadsheet which is made available to other members. This information is supplied on the understanding that it is not disclosed to people outside the U3A.
You have the right to request that your information is not included on the list supplied to members.
Availability and changes to this policy
This policy is available from the Membership Secretary and is on the website. 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 at the monthly members’ meetings
Contact
If you have any queries about our privacy practices, please contact the Membership Secretary.
Signed: Margaret Oswald Date: 24th September 2020
Margaret Oswald
Chairman, Barston U3A