Privacy Policy

Policies

Created: July 2020

Updated: July 2024

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.

Context

Organisations are expected to adhere to the Data Protection Act 2018, which is the UK’s implementation of the General Data Protection Regulation (GDPR). Everyone responsible for using personal data has to follow strict rules called ‘data protection principles’ and must make sure the information is

• used fairly, lawfully and transparently

• used for specified, explicit purposes

• used in a way that is adequate, relevant and limited to only what is necessary

• accurate and, where necessary, kept up to date

• kept for no longer than is necessary

• handled in a way that ensures appropriate security, including protection against unlawful or unauthorised processing, access, loss, destruction or damage.

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 long do we keep your personal information?

In most instances information about your membership will not be stored for longer than six years after you leave the u3a. This length of time is a requirement of HMRC relevant to Gift Aid audits.

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
HMRC for purpose of claiming gift aid

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 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.

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.

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.

Contact and complaints

If you have any questions about this policy or have any concerns about our

privacy practices, please contact the Membership Secretary.

If you think your data has been misused or

that we have not kept it secure, please contact the Chair.

If you are not satisfied with the response you receive from the Committee, you

can make a complaint to, or get advice from, the Information Commissioner’s

Office (ICO) https://ico.org.uk

Author: Ian Shipton – Jun 2024