Privacy Policy
Lymington 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 Lymington u3a, you will be asked to provide certain information. This includes:
- your name
- home address
- e-mail address
- telephone number
- Standing Order information (this relates to existing Standing Orders, no new ones are accepted)
- Gift Aid information if applicable.
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 Lymington u3a has in communicating with you as a member. In order to inform you about the groups, activities and events that you can access as a member, we need to store and process a certain amount of personal data. We also need to keep track of groups, so that we can advise new applicants whether groups are able to accept new members: this involves group leaders letting the Interest Groups Coordinator know who belongs to their group.
How do we use your personal information?
We use your personal information:
- To provide our u3a activities and services to you
- To communicate with you about your group activities
- To monitor, develop and improve the provision of our u3a activity
- For delivery of the Trust publication, Third Age Matters, if you have given consent to this.
We will send you messages by e-mail, post, other digital methods and telephone to advise you of u3a activities.
With whom do we share your personal information?
We may disclose information about you, including your personal information, as follows:
- Internally – to committee members and group conveners – as required to facilitate your participation in our u3a activities;
- Externally – for products or services such as direct mailing for the Trust magazine, 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 let us know.
- If we have a statutory duty to disclose it for legal and/or 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 after your leaving Lymington u3a. The exceptions to this are instances where there may be financial, legal or insurance circumstances that require information to be held for longer; for example, Gift Aid declarations.
How your information can be updated or corrected?
To ensure the information we hold is accurate and up to date, members need to inform Lymington u3a of any changes to their personal information. You can do this via the “Contact” page of our website. Should you wish to view the information that Lymington u3a holds on you, you can make this request by contacting us. 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. We will usually respond within one month of the request being made.
How do we store your personal information?
Lymington 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 the use of cloud storage, firewalls and the use of a management database system. Your membership information is held on a password-protected database that is accessed by a limited number of Committee Members and helpers only on a need-to-know basis.
Photographs
Occasionally, photographs of outings, events or meetings are taken, primarily for inclusion in our Newsletter. The photographer normally makes it clear that a photograph is about to be taken, giving those present an opportunity move out of shot if they wish. If you object to a photograph of you that is published, use the “Contact” page of our website to ask the Newsletter Editor to remove it.
Availability and changes to this policy
This policy may change from time to time. Members will be informed via this website, newsletter and monthly meetings when any material changes are made to Lymington u3a’s policies and procedures.
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 Chairman via the “Contact” page of our website.
This policy was revised in October 2020.