The Data Protection Act is intended to balance the rights of individuals with regard to how their information is processed with the legitimate need of organisations to use information.
Although not required to register under the Data Protection Act, U3As must still comply with its requirements and are subject to penalties if offences occur.
In so far as it applies to U3As, the processing of personal data must be only for establishing or maintaining membership and providing or administering activities for individuals who are members. The data can only be held in respect of current or prospective members and its extent is restricted to names, addresses and identifiers.
Personal data must be accurate and kept up-to-date. It must be deleted and destroyed if a member leaves. Waltham Forest U3A committee members are conscious of the need for strict confidentiality and members' information is held by the Membership Secretary on a need to know basis in line with the Data Protection advice from the National U3A office. Certain members of the Waltham Forest U3A Committee are issued with membership details in order to carry out their responsibilities.
The information held on each member is restricted to name, title, postal address, telephone number and email address if given. There is also an indicator to show those members who have volunteered for Gift Aid.
The requirement to ensure that information held is accurate and up to date reaffirms the need for a membership form to be completed by every member of Waltham Forest U3A on commencing their membership. Members are requested to keep the Membership Secretary advised of any change of address, telephone number or email address.