What personal information do we collect?
When you express an interest in becoming a member of the U3A you will be asked to provide certain information. This includes:
- Postal address.
- Email address.
- Telephone numbers - Land line and Mobile
- Gift Aid entitlement
- Membership of other U3A's
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 contractual relationship that you, as a member, have with the U3A. 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.
How do we use your personal information?
We use your personal information:
- To provide our U3A activities and services to you.
- For administration, planning and management of our U3A.
- To communicate with you about your group activities.
- To monitor, develop and improve the provision of our U3A activities.
We will send you messages by email, other digital methods, telephone and post to advise you of U3A activities.
Who do we share your personal information with?
We may disclose information about you, including your personal information:
- Internally - to committee members and group leaders - as required to facilitate your participation in our U3A activities.
- Externally - with your consent for products or services such as direct mailing for the Trust magazines (Third Age Matters and Sources).
- 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 permission and inform you as to who the information will be shared with and for what purpose.
How long do we keep your personal information?
We need to keep your information so that we can provide our services to you. The information about your membership will be stored while you are a member of the U3A and for one year after your membership has lapsed. For those members who allow the U3A to claim Gift Aid your information will be held for seven years, as is legally required.
The exceptions to this are instances where there may be legal or insurance circumstances that require information to be held for longer whilst this is investigated or resolved. Where this is the case then the member/s will be informed as to how long the information will be held for and when it is deleted.
How your information can be updated or corrected
To ensure the information we hold is accurate and up to date, members need to inform the U3A as to any changes to their personal information. You can do this by contacting the membership secretary at any time:
In person: At a Monthly Meeting.
Should you wish to view the information that the U3A holds on you, you can make this request by contacting the membership secretary - as detailed above. 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 another 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 personal information?
We have 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 technological measures such as Secure Socket Layer (SSL) encryption which creates a secure connection with your browser when you register and login into our online services.
Your membership information is retained on your application form and held on a database to be accessed by committee members and group leaders - as appropriate.
Availability and changes to this policy
This policy is available on Sherburn & Villages web site at www.sherburnu3a.org/privacy.html This policy may change from time to time. If we make any material changes we will make members aware of this via a personal email, the weekly online newsletter or the monthly meetings as appropriate.
If you have any queries about this policy, need it in an alternative format, or have any complaints about our privacy practices, please contact us:
In person: At a Monthly Meeting.
Policy adopted date: 4th April 2018
Policy amended: 5th July 2018
Policy review date: June 2019Back to Top