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What personal information do we collect?
When you become a member, or express an interest in doing so, of Portsdown U3A you will be asked to provide certain information. This includes:
- your name
- home address
- email address
- telephone number
- ICE number
- Gift Aid Declaration
- Third Age Trust Magazine Request
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, Gift Aid declaration, Direct Mailing for Third Age Magazine 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 activity
We will send you messages by email, post, other digital methods and telephone to advise you of U3A activities. You have the right to opt out of any or all of these methods of communication.
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 Third Age Matters, Third Age Trust and Sources; Claiming Gift Aid.
- 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 excluding those cases listed, 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 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 your membership ceases. 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.
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 or by completing the appropriate form or through the website link to the Beacon system. Should you wish to view the information that the U3A holds on you, you can make this request by contacting the membership secretary or via the website and the Beacon Membership Management System. 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
Your membership information is held on the Beacon Membership Management System and accessed by Committee Members and Group Leaders as appropriate.
Beacon has Data Protection and Privacy Policies of its own and these can be viewed by clicking here.
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.
Availability and changes to this policy
This policy is available on the website or from the Business Secretary or as contained in your membership pack or as described in the Terms and Conditions of membership. This policy may change from time to time. If we make any material changes we will make members aware of this via the website, Newsletter, Monthly General Meetings and Beacon emails.
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 via the website or by email or telephone to the Chairman or the Business Secretary.
This policy should be read in tandem with the Data Protection Policy, The Website Policy and the ICE number (In case of emergency)
Review date May 2020