Dorking & District U3A (D&D U3A) treats your privacy rights seriously. Here we set 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 apply to become a member of D&D U3A you will be asked to provide certain information. This includes:
- Home address
- Email address
- Telephone number
- Choice of single or joint membership
- Willingness to allow application for Gift Aid
- Whether you might be willing to help with the running of a group or with any other task
How do we collect this personal information?
All the information collected is obtained directly from you, via membership forms or online contact forms on initial registration and subsequent renewal. When you provide your personal information for membership purposes, the contract thus entered means that you provide consent for us to store your data and use it to communicate with you according to current data protection legislation. It is always possible to request that the information you provide be deleted.
How do we use your personal information?
We use your personal information:
- For administration, planning and management of D&D U3A
- To send you messages by email, telephone and post to advise you of U3A activities
- To communicate with you about your group activities
- To monitor, develop and improve the provision of our U3A activities
- To apply for gift aid and maintain records of this as required
Who do we share your personal information with?
We do not share your information with any other external organisation or company.
We may disclose your personal information:
- Internally – to committee members and group leaders, only as required to facilitate your participation in our U3A activities
- Externally – only where we have your consent for direct mailing of the Trust magazines (Third Age Matters and Sources)
- If we have a statutory duty to disclose it for other legal and regulatory reasons, in which case you would be informed
If your Group Leader wishes to share your information with other members of your group they will ask for your permission before doing so. It is in every member’s interest that this information is kept secure on any personal computer.
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 ceasing membership (or the statutory period for Gift Aid). In exceptions to this, where there may be legal or insurance circumstances that require information to be held for longer whilst these are investigated or resolved, the member/s concerned will be informed.
How your information can be updated or corrected
To ensure the information we hold is accurate and up to date, members should inform our membership secretary of any changes in their personal information. You can do this by contacting the membership secretary by email at email@example.com or by telephone using the number available on our Committee page or in our Newsletter.
You will have the opportunity to update your information on an annual basis via the membership renewal form. Should you wish to view the information that D&D U3A holds on you, you can request this by contacting the membership secretary – as detailed above.
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, 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 log in to our online services. Your membership information is held on a password protected membership management system. Committee members and group leaders have limited access to this system.
Availability and changes to this policy
This policy can be accessed on the Dorking & District U3A website. Any material changes will be announced in the Newsletter and at monthly members’ meetings.
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 email: firstname.lastname@example.org or telephone using the number available on our Committee page or in our Newsletter.