u3a in Bury St Edmunds – Privacy Policy (25 May 2018)

 

Bury St Edmunds u3a (hereafter ‘the 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 the u3a you will be asked to provide certain information. This includes:

• Name
• Address
• Email address
• Telephone number
• Subscription preferences
• Gift Aid

 

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 or renewal. The information will be collected via membership forms or online contact forms. At the point that you provide your personal information for membership purposes, we will also request that you provide consent for us to store and use your data. Your consent is required in order to ensure our compliance with data protection legislation.

 

How do we use your personal information?

We use your personal information:

• To provide you with our u3a activities and services.
• For administration, planning and management purposes.
• To communicate with you about your group activities.
• To monitor, develop and improve the provision of our u3a activities.
• To report Gift Aid information to HMRC.
• To provide information from the Third Age Trust.

 

We’ll send you messages by email, other digital methods and post to advise you of u3a activities. On occasion, we will telephone you.

 

WITH WHOM do we share your personal information?

We may disclose information about you, including your personal information:

• Internally – to Committee Members and Interest Group Leaders – as required to facilitate your participation in our u3a activities.
• Externally – with your permission, for –
  • Statutory disclosure for legal and regulatory purposes
  • Direct Mailing of Trust magazines (Third Age Matters and Sources)
  • Administration of online application form
  • Distribution of in-house newsletters
  • Membership management system.

Where such systems are used, the Committee has scrutinised the Terms and Conditions of each supplier and judged that their digital and physical systems and procedures are secure.

Where we need to share your information outside of the u3a we will seek your permission and inform you with whom the information will be shared 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. In most instances information about your membership will retained while you remain a member of the u3a and for no longer than 12 months after you leave. The exceptions to this are instances where there may be legal (data is kept for 6 years for Gift Aid purposes) 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 a Committee Member at any time.

On an annual basis you will have the opportunity to update your information, as required, via the membership renewal form. Should you wish to view the information that the u3a holds on you, you can make this request by contacting a Committee Member. 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 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 held on a database and external membership management system and accessed by Committee Members and Interest Group Leaders – as appropriate.

 

Availability and changes to this policy

This policy is available on our website and in the u3a office. 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 or have any complaints about our privacy practices, please contact us:

By Post:  u3a in Bury St Edmunds, The Risbygate Centre, 90 Risbygate Street, Bury St Edmunds, Suffolk IP33 3AA.

Email: secretary@u3aburystedmunds.co.uk

 

 

Policy review date: February 2023