u3a Privacy Policy
Dorchester and District u3a (hereafter ‘the 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 the u3a you will be asked to provide certain information. This includes:
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 or online contact forms. The lawful basis for collecting and storing your information is due to the legitimate interest that Dorchester and District u3a has in communicating with you as a member/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.
Group Leaders/Contacts may also collect information from you purely for communication purposes.
How do we use your personal information? We use your personal information:
We’ll send you messages by email, other digital methods, telephone and 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:
consent where there were serious safety concerns and it was felt to be in your or the
u3a's best interests to disclose information.
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? 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 without checking if it is still relevant. The exceptions to this are instances where there may be legal or insurance circumstances that require information to be held for longer whilst this is investigated or resolved. Where this is the case then the 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 at any time:
Email: janetkennewell2@btinternet.com. Telephone:01305 851922
On an annual basis you will have the opportunity to update your information, as required, via the membership renewal form. 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 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 database and accessed by Committee Members and Group Convenors via the Membership Secretary – as appropriate.
Availability and changes to this policy. This policy is available from the Membership Secretary or on the Dorchester and District u3a Website. 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: If you have any queries about this policy, need it in an alternative format, or have any complaints about our privacy practices, please contact the Membership Secretary or Secretary by email or telephone. Details are in the Newsletter.
Policy review date: 7th April Annually
Revised 7th April 2020
What personal information do we collect?
When you express an interest in becoming a member of the u3a you will be asked to provide certain information. This includes:
- Name.
- Home address.
- Email address.
- Telephone number.
- Subscription preferences.
- Age profile.
- Occupation pre retirement.
- Hobbies/Interests.
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 or online contact forms. The lawful basis for collecting and storing your information is due to the legitimate interest that Dorchester and District u3a has in communicating with you as a member/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.
Group Leaders/Contacts may also collect information from you purely for communication purposes.
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 activities.
We’ll send you messages by email, other digital methods, telephone and 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 convenors – as required to facilitate your participation in our u3a activities.
- Externally – for products or services such as direct mailing for the Trust magazine – Third Age Matters. The magazine is distributed by a third-party processor and your information is shared with the distribution company via a secure online portal. Should you not wish to receive the magazine please contact the Membership Secretary.
- If we have a statutory duty to disclose it for other legal and regulatory reasons. In this
consent where there were serious safety concerns and it was felt to be in your or the
u3a's best interests to disclose information.
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? 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 without checking if it is still relevant. The exceptions to this are instances where there may be legal or insurance circumstances that require information to be held for longer whilst this is investigated or resolved. Where this is the case then the 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 at any time:
Email: janetkennewell2@btinternet.com. Telephone:01305 851922
On an annual basis you will have the opportunity to update your information, as required, via the membership renewal form. 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 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 database and accessed by Committee Members and Group Convenors via the Membership Secretary – as appropriate.
Availability and changes to this policy. This policy is available from the Membership Secretary or on the Dorchester and District u3a Website. 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: If you have any queries about this policy, need it in an alternative format, or have any complaints about our privacy practices, please contact the Membership Secretary or Secretary by email or telephone. Details are in the Newsletter.
Policy review date: 7th April Annually
Revised 7th April 2020
This page is maintained by Les Mould (13012021) lm@dorchesteru3a.org.uk