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Created: July 2020

Updated: 5th May 2024

  Privacy Policy  

Thameside Wallingford U3A (hereafter ‘the U3A’) treats your privacy rights seriously.
This privacy policy sets out how we will deal with your personal information that identifies you or another individual.

What personal information do we collect?

When you become a member of the U3A you will be asked to provide:

  • Name

  • Home address

  • Email address

  • Telephone number(s)

  • Gift Aid choice

  • Renewal status

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 is collected via paper or online application 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. This ensures our compliance with data protection legislation.

How do we use your personal information?

We use your personal information:

  • To provide information about our U3A activities and services to you

  • For administration & planning  of our U3A

  • To communicate with you about your group activities

  • To inform you of Thames Valley Network (TVN) information


We’ll send you messages by email or 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 coordinators 

  • Externally – where we use an email management system and with your consent for products or services such as direct mailing for the Trust magazines (Third Age Matters and Sources).

  • 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 as to who the information will be shared with and for what purpose.

How long do we keep your personal information?

In most instances information about your membership will not be stored for longer than 6 years after you leave the U3A. This length of time is a requirement of HMRC relevant to Gift Aid audits.

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 the Database Administrator.

On an annual basis you will have the opportunity to update your information when we contact you about renewing your membership (by email for those online, and by post for those without internet access)

Should you wish to view the information that the U3A holds on you, you can make this request by contacting the Membership Secretary or Database Administrator

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 secure database.  Your information will also be available to committee members and the co-ordinator of any Interest Group with which you are involved or interested in.

Availability and changes to this policy

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. 

Click/touch here

to contact Membership Secretary or Database Administrator

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