Grantham U3A Privacy Policy
Grantham U3A Privacy Policy
Grantham 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 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 U3A you will be asked to provide certain information. This includes:
· Name.
· Home address.
· Email address.
· Telephone number.
· Communication preferences.
· Gift Aid Preference
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 membership forms or online contact forms. The lawful basis for collecting and storing your information is due to the legitimate interest that Grantham U3A has in communicating with you as a member.
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.
. For delivery of the Trust publication ‘Third Age Matters’
We will inform you via email, Newsletter and other digital methods 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 – as required to facilitate your participation in our U3A activities.
· Externally –direct mailing for the Trust magazines (Third Age Matters). The magazine is distributed by a third-party processor and your information is shared with the distribution company via a secure online portal. Should you not wish to receive the magazine please contact the Membership Secretary.
· If we have a statutory duty to disclose it for other legal and regulatory reasons. In this instance we will seek to obtain your consent. Information would be shared without consent where there were serious safety concerns and it was felt to be your or the U3A’s best interest to disclose information.
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 financial, legal or insurance circumstances that require information to be held for longer whilst this is investigated or resolved. Where this is the case then the member/s [both currant and former] will be informed as to how long the information will be held for and when it is deleted.
· If we have a statutory duty to disclose it for other legal and regulatory reasons. In this instance we will seek to obtain your consent. Information would be shared without consent where there were serious safety concerns and it was felt to be your or the U3A’s best interest to disclose information.
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 financial, legal or insurance circumstances that require information to be held for longer whilst this is investigated or resolved. Where this is the case then the member/s [both currant and former] 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, members need to inform the U3A as to any changes to their personal information. You can do this by contacting the membership secretary at any time:
Email: memsec.granthamu3a@gmail.com
or by logging in personally to the Beacon system. Only your personal details will be visible to you.
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 other individuals or for legal, investigative or security reasons. Otherwise we will usually respond within one month of the request being made.
How do we store your personal information?
Grantham U3A has 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 use of cloud storage, firewalls, use of a management database system.
Your membership information is held securely and accessed by committee members and group leaders – as appropriate.
Availability and changes to this policy
This policy is available in the Handbook held by group leaders and committee members or 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 the monthly members' meetings.
Policy review date: May 2020