Group Record Charts
Leaders will need to have access to the contact details for their groups. This access must comply with General Data Protection Regulations and Members’ Privacy Rights.
u3a Gosport uses the Third Age recommended Beacon Database for members’ contact details and emergency contact details. Group Leaders can register for privileged access to the Beacon Database to set up communications with their members.
Group Leaders are encouraged to communicate by email from the Beacon Database. Members’ personal contact details should only be recorded when needed for the functioning of the group. All such records should be destroyed when they are no longer needed and especially records of members leaving the group.
From Beacon, Group Leaders can download group lists with phone numbers, email addresses and emergency contact details to carry out data accuracy checks or for other operational purposes.
It is useful to keep a record of attendance especially if the capacity of a Group’s venue is limited. The easiest way to keep a record of attendance is to download the group members names from Beacon into an Excel or other template.