Silhill U3A Data Protection Policy
Silhill U3A Data Protection Policy
SCOPE OF THE POLICY
This policy applies to the work of Silhill U3A (hereafter ‘the U3A’). The policy sets out how the U3A gathers information for membership purposes. The policy details how personal information will be gathered, stored and managed in line with data protection principles and the General Data Protection Regulation (GDPR). The policy is reviewed on an ongoing basis by the U3A committee members to ensure that we are compliant.
WHY THIS POLICY EXISTS
This data protection policy ensures that the U3A:
• Complies with data protection law and follows good practice
• Protects the rights of members
• Is open about how it stores and processes members data
• Protects itself from the risks of a data breach
GENERAL GUIDELINES FOR COMMITTEE MEMBERS AND GROUP LEADERS
• The only people able to access data covered by this policy should be those who need to communicate with or provide a service to the U3A members.
• The U3A will provide induction training to committee members and group leaders to help them understand their responsibilities when handling data.
• Committee Members and group leaders should keep all data secure, by taking sensible precautions and following the guidelines below.
• Strong passwords must be used and they should never be shared.
• Data should not be shared outside of the U3A unless with prior consent and/or for specific and agreed reasons. Examples would include Gift Aid information provided to HMRC or information provided to the distribution company for the Trust publications.
• Member information should be refreshed periodically to ensure accuracy, via the membership renewal process or when policy is changed.
• Additional support will be support from the Third Age Trust where uncertainties or incidents regarding data protection arise.
DATA PROTECTION PRINCIPLES
The General Data Protection Regulation identifies key data protection principles:
Principle 1 - Personal data shall be processed lawfully, fairly and in a transparent manner
Principle 2 - Personal data must be collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes.
Principle 3 - The collection of personal data must be adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
Principle 4 – Personal data held should be accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate are erased or rectified without delay;
Principle 5 – Personal data must kept in a form which permits identification of data subjects for no longer than is necessary.
Principle 6 - Personal data must be processed in a a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
LAWFUL, FAIR AND TRANSPARENT DATA PROCESSING
The U3A requests personal information from potential members and members for the purpose of sending communications about their involvement with the U3A. The forms used to request personal information will contain a privacy statement informing potential members and members as to why the information is being requested and what the information will be used for. Members will be asked to provide consent for specific processing purposes. U3A members will be informed as to who they need to contact should they wish for their data not to be used for specific purposes for which they have provided consent. Where these requests are received they will be acted upon promptly and the member will be informed as to when the action has been taken.
PROCESSED FOR SPECIFIED, EXPLICIT AND LEGITIMATE PURPOSES
Members will be informed as to how their information will be used and the Committee of U3A will seek to ensure that members
information is not used inappropriately. Appropriate use of information provided by members will include:
• Communicating with members about U3A events and activities
• Group leaders communicating with group members about specific group activities
• Consent will be sought in order to add members details to the direct mailing information for the Third Age Trust magazines – Third Age Matters and Sources
• Sending members information about Third Age Trust events and activities
• Communicating with members about their membership and/or renewal of their membership
• Communicating with members about specific issues that may have arisen during the course of their membership
The U3A will ensure that group leaders are made aware of what would be considered appropriate and inappropriate communication. Inappropriate communication would include sending U3A members marketing and/or promotional materials from external service providers.
The U3A will ensure that members' information is managed in such a way as to not infringe an individual members rights which include:
• The right to be informed
• The right of access
• The right to rectification
• The right to erasure
• The right to restrict processing
• The right to data portability
• The right to object
ADEQUATE, RELEVANT AND LIMITED DATA PROCESSING
Members of the U3A will only be asked to provide information that is relevant for membership purposes. This will include:
• Postal address
• Email address
• Telephone number
• Gift Aid entitlement
• Emergency contact details
ACCURACY OF DATA AND KEEPING UP TO DATE
The U3A has a responsibility to ensure members' information is kept up to date. Members will be informed to let the membership secretary know if any of their personal information changes. In addition, on an annual basis, the membership renewal process will provide an opportunity for members to inform the U3A as to any changes in their personal information..
ACCOUNTABILITY AND GOVERNANCE
The U3A Committee are responsible for ensuring that the U3A remains compliant with data protection requirements and can evidence that it has. Where consent is required for specific purposes then evidence of this consent (either electronic or paper) will be obtained and retained securely. The U3A Committee will ensure that new members joining the Committee receive an induction into the requirements of GDPR and the implications for their role. The U3A will also ensure that group leaders are made aware of their responsibilities in relation to the data they hold and process. Committee Members shall also stay up to date with guidance and practice within the U3A movement and shall seek additional input from the Third Age Trust National Office should any uncertainties arise. The Committee will review data protection and who has access to information on a regular basis as well as reviewing what data is held. When Committee Members and Group leaders relinquish their roles, they will be asked to either pass on data to those who need it and/or delete data.
The Committee Members have a responsibility to ensure that data is both securely held and processed.
SUBJECT ACCESS REQUEST
U3A members are entitled to request access to their personal information that is held by the U3A.
DATA BREACH NOTIFICATION
Were a data breach to occur action shall be taken to minimise the harm. This will include ensuring that all Silhill U3A Committee Members are made aware that a breach has taken place and how the breach occurred. The Committee shall then seek to rectify the cause of the breach as soon as possible to prevent any further breaches. The Chair of Silhill U3A shall contact National Office within 24 hours of the breach occurring to notify of the breach. A discussion will take place between the Chair and National Office as to the seriousness of the breach, action to be taken and, where necessary, the Information Commissioner's Office would be notified. The Committee shall also contact the relevant U3A members to inform them of the data breach and actions taken to resolve the breach.
Where a U3A member feels that there has been a breach by the U3A, a committee member will ask the member to provide an outline of the breach. If the initial contact is by telephone, the committee member will ask the U3A member to follow this up with an email or a letter detailing their concern. The alleged breach will then be investigated by members of the committee who are not in any way implicated in the breach. Where the committee needs support or if the breach is serious they should notify National Office. The U3A member should also be informed that they can report their concerns to National Office if they don't feel satisfied with the response from the U3A. Breach matters will be subject to a full investigation, records will be kept and all those involved notified of the outcome.
Policy Review Date: