Ashbourne and District U3A Privacy Policy

Ashbourne and District U3A treats your privacy rights seriously. This privacy policy sets out how we will deal with your ‘personal information’, that is, information that could identify, or is related to the identity of, an individual.

What personal information do we collect?

When you express an interest in becoming a member of Ashbourne and District U3A you will be asked to provide certain information. This includes:

• your name
• home address
• email address
• telephone numbers
• your subscription preferences
• any emergency contact which you request us to note
• information required by HMRC for Gift Aid claim purposes if and when we resolve to register Ashbourne & District U3A with HMRC for the purposes of Gift Aid regulations.

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.

We do not have access to your account number when you make a payment to us by bank transfer or direct debit. Our banking service providers will have access to your data to process your payments. We only use providers (e.g. Barclays Bank) that meet recognised standards for data security. They will not use your data for anything other than processing payments

If you request a payment from us by bank transfer, we will request your bank sort code and account number so that payment can be made electronically. After we have arranged for such payment to be made, we will not continue to store the information electronically, but our banking service providers may do so.

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 activity

We will send you messages by email, post, other digital methods and telephone to advise you of U3A activities.

With whom do we share your personal information?

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.
• The postal address of members who do not provide an email address to us may be shared with the distributors of the printed Newsletter and with any organisation providing secretarial and distribution services engaged by us in respect of communications which we are required by law or our Constitution to deliver to members.

Where we need to share your information outside of the U3A in circumstances not outlined above, we will seek your consent and inform you with whom the information will be shared and for what purpose.

Ashbourne and District U3A will never share, sell, rent or trade your personal information to any other third parties.

How long do we keep your personal information?

We need to keep your information so that we can provide our services to you. In most instances information about your membership will not be stored for longer than 12 months after you have ceased to be a member. 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 you will be informed for how long the information will be held 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 promptly of any changes to their personal information. You can do this at any time by clicking on the “Members’ Portal” on the “Join Us” page of our website (www.u3asites.org.uk/ashbourne) (for which purpose you will need your 4 digit membership number issued to you by the membership secretary) or by writing or emailing the membership secretary. On an annual basis you will have the opportunity to update your information via the membership renewal process.

Should you wish to view the information which the U3A holds about you, you can do so by clicking on the Members’ Portal on our website or by written request to 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 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. Written membership information is held securely by the membership secretary who may permit access by committee members and group leaders – as necessary.

We are required to report any data breach to and seek advice from U3A National Office.

Availability and changes to this policy

This policy is available for viewing on our website. This policy may change from time to time. If we make any material changes, we will make members aware of this via our website, 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 Chairman, Vice Chairman or Secretary.