Privacy Policy
Totnes U3A Privacy Policy
Totnes U3A treats your privacy rights seriously.
This privacy policy sets out how we will deal with your ‘Contact Information’, that is, information that could identify, or is related to the identity of, an individual.
What Contact Information do we collect?
When applying to become a member of Totnes U3A you will be asked to provide the following information on an application form.
• your name (first & last)
• home address
• email address
• telephone numbers (home & mobile)
How do we collect this Contact Information?
The lawful basis for collecting and storing your information is due to the contractual relationship that you, as a member, have with the U3A.
How do we use your Contact Information?
We will communicate with you by email, post (if that is your preferred method), other digital methods and telephone.
Who do we share your Contact Information with?
We will disclose your Contact Information to:
• Internally - to Committee Members and Group Leaders to facilitate your participation in Totnes U3A activities;
• Externally – with your consent, for direct mailing of the Third AgeTrust magazine
• If we have a statutory duty to disclose it for other legal and regulatory reasons.
Where we need to share your information outside of the U3A we will seek your consent and inform you as to who the information will be shared with and for what purpose.
How long do we keep your Contact Information?
We need to keep your information so that we can provide our services to you. You will be required to provide your Contact Information when joining and to confirm it at the time of your annual membership renewal. In most instances information about your membership will not be stored for longer than 12 months at any one time. The exceptions to this are instances where there may be legal or insurance circumstances that require information to be held for longer whilst the issues are investigated or resolved. Where this is the case member/s will be informed as to how long the information will be held for and when it is deleted.
On leaving the Totnes U3A your Contact Information may be held for up to a further 24 months.
How your information can be updated or corrected
To ensure the information we hold is accurate and up to date, it is the member's responsibility to inform the U3A as to any changes to their Contact Information. You can do this by contacting the Membership Secretary by email at hilarygail45@gmail.com or by telephone on 01803 847897.
Should you wish to view the information that the Totnes U3A holds on you, you can make this request by contacting the Membership Secretary. 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 14 days of the request being made.
How do we store your Contact Information?
Your Contact Information is held in a separate data storage device not connected to the internet.
Availability and changes to this policy
This policy is available on the Totnes U3A website www.u3asites.org.uk/totnes/welcome. 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.
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 Secretary by email at eadams@f2s.com or by telephone on 01803 863547.