Essex Association of U3As

Privacy Policy

Essex Association of U3A’s treats your privacy rights seriously. This privacy policy sets out how we will deal with your ‘personal information’, that is, information that 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 Essex Association of U3A’s you will be asked to provide at least two contacts for your U3A, usually the Chairman and Secretary. This only involves providing their:

  • name and U3A
  • email address
  • telephone number

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 Association Secretary will ask for at least two contacts for your U3A. The lawful basis for collecting and storing your information is due to the contractual relationship that you, as a member, have with the Essex Association of U3A’s, hereafter known as the Association. In order to inform you about the activities and events that you can access as a member we need to store and process a certain amount of personal data.

How we use your personal information
We use your personal information:

  • To provide our activities and services to you
  • For administration, planning and management of the Essex Association of U3A’s
  • To communicate with you about activities
  • To monitor, develop and improve the provision of our activities

Who do we share your personal information with?

  • We’ll send your messages by email, post and other digital methods to advise you of our activities.
  • We may disclose information about you, including your personal information. Internally – to committee members – as required to facilitate your participation in our activities.
  • If we have a statutory duty to disclose it for other legal and regulatory reasons
  • Where we need to share your information outside of the Association we will seek your consent and inform you as to who the information will be shared with and for what purpose.

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 legal or insurance circumstances that require information to be held for longer whilst the issues are investigated or resolved. Where this is the case member/s 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, member's need to inform the Association as to any changes to the contacts’ personal information. You can do this by contacting the Association secretary.
On an annual basis you will have the opportunity to update your information, as required, should you wish to view the information that the Association holds on you, you can make this request by contacting the Association Secretary. 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 other individuals 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. Security measures include technological measures such as Secure Socket Layer (SSL) encryption, which creates a secure connection with your browser when you register and login into our online services. Your membership information is held on a database, held by the Association secretary on a computer that has secure encryption.

Availability and changes to this policy
This policy is available from the Association secretary and is on the Essex Association of U3A’s website. This policy may change from time to time. If we make any material changes we will make members aware of this via email and meetings.

Contact
If you have any queries about this policy, need it in an alternative format, or have any complaints about our privacy practices, please contact the Essex Association of U3A’s secretary

Date: 26 September 2018

Review date: September 2019