General Data Protection Regulation
The General Data Protection Regulation (GDPR) is an update to the Data Protection Act (1998) and applied in the UK from 25 May 2018.
This policy details how personal information will be gathered, stored and managed in line with data protection principles and the EU General Data Protection Regulation (GDPR) of 25th May 2018. The policy is reviewed on an ongoing basis by the U3A Committee Members to ensure that the U3A is compliant.
The main changes that affect Rayleigh Grange U3A are the requirements relating to consent and accountability.
If you would like to see our procedures relating to Group Leaders, Group Coordinator, Membership Secretary or our General Data Management, please contact the Membership Secretary in writing through the 'Contact' page of our website.
Extracts from our GDPR policy:
Security on the Rayleigh Grange Website
No information about individual members is collected or stored on the Rayleigh Grange U3A Website as members do not need to login to any online services. The only exception to this is the display of contact details for the Committee Members and Theatre Group Leader and the following safeguards are in place:
All email addresses on the website (Committee and Theatre Group Leader) are displayed in the format of "forwarding" email addresses which forward to their personal email addresses. These are to be found on the “Contact“ page. These email addresses are used only to forward to personal emails and have the advantage of not revealing personal addresses which should cut down on unwanted Spam emails.
This is only available for Committee and Theatre Group Leader and the forwarding ceases if he/she does not carry on the role. It should be noted, however, that this is only a forwarding address and the personal email will be revealed once a reply is made. Replies can be made as normal by pressing Reply.
Keeping Emails Private
Much of our communication is done by email. We send you an email, if we have your email address, informing you of future events and what we think you would want to know about.
Group leaders send emails to people in their groups. It’s the fastest way of communicating to a few people and provides a record of what has been said.
However, if we do not take adequate precautions, the email addresses of those we send to can be seen by others. We do not want this and we do not reveal the email addresses of anyone other than your own. So the Committee and Group Leaders use Blind Carbon Copy (bcc) in order that none of the addressees details are revealed.
Reply to all
In most cases, small groups opt to share email addresses and everyone is happy with this as you may wish to contact individuals for whatever reason. However, you should consider when you reply to an email whether everyone needs to know what you are saying, especially in large groups. If, for example, you are given information about an event and the Group Leader asks you to reply to say whether you are going or not, ask yourself if everyone needs to know. It’s better in this case that you just Reply to the sender who will note your response rather than using Reply To All and everyone in the group receiving unnecessary emails.
What happens if you don’t use email
We understand that not everyone wishes or is able to use email. This is your choice. However, it is becoming increasingly difficult for us to telephone everyone who does not use email about future events. We will try but we are all volunteers. You can help us by trying to agree an “email partner” (a friend or another member who uses email) – to keep you informed about what is going on.
Telephone numbers on the website
We do not allow any telephone numbers on our website.
If you have any questions regarding the above, please contact the Website Editor.