Princes Risborough & District U3A Privacy Policy

Princes Risborough 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 Princes Risborough and District U3A you will be asked to provide certain information. This includes:

• your name
• home address
• email address
• telephone number/s

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. The lawful basis for collecting and storing your information is due to the contractual relationship that you, as a member, have with the U3A. 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’ll send you messages by email, post, other digital methods and telephone 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 leaders – as required to facilitate your participation in our U3A
• Externally – for products or services such as direct mailing for the Trust magazines – Third Age Trust and Sources.
• Externally – for e-mail Communications, data is stored on servers managed by The Rocket Science Group, LLC, 675 Ponce de Leon Ave NE, Suite 5000
• Atlanta, GA 30308 USA. (Mail Chimp). The Committee of Princes Risborough & District U3A have examined the Data Protection and Privacy Policies of this organisation and have established that members data is held securely in compliance with GDPR Requirements.
• If we have a statutory duty to disclose it for other legal and regulatory

Where we need to share your information outside of the U3A 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. 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, member’s need to inform the U3A as to any changes to their personal information. You can do this by contacting the Membership Secretary at membership@risboroughu3a.org.uk .

On an annual basis you will have the opportunity to update your information, as required, via the membership renewal process. Should you wish to view the information that the U3A holds on you, you can make this request by contacting the Membership Secretary – as detailed above. 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 encryption. Your membership information is held within a database and accessed by Committee Members and Group Leaders – as appropriate.

Availability and changes to this policy

This policy is available at www.risboroughu3a.org.uk .This policy may change from time to time. If we make any material changes, we will make members aware of this via PReVIEW magazine 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 us: –

• By E-Mail at: – chairman@risboroughu3a.org.uk
• By Post to: – Risborough and District U3A, Registered Charity no 1092697, Unit 7812 PO Box 6945 London W1A 6US

This Policy was reviewed by the U3A Committee on 6th June 2019. The next review is scheduled to be held in November 2020.

Data Protection Policy

You can view our data protection policy online or download it by clicking on the button below. The document is a PDF document and will open in a new window. Close it to return to here. 

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