Anton U3A Privacy Policy

1.      Anton u3a treats your privacy rights seriously.

  1. 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.

2.      What personal information do we collect?

2.1          When you express an interest in becoming a member of Anton u3a you will be asked to provide certain information. This includes:

  1. Title
  2. Name
  3. Home address
  4. Email address
  5. Telephone number
  6. Willingness/eligibility for Gift Aid

3.         How do we collect this personal information?

3.1          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 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.

4.         How do we use your personal information?

4.1          We use your personal information:

  1. To provide our u3a activities and services to you
  2. For administration, planning and management of our u3a
  3. To communicate with you about your group activities
  4. To monitor, develop and improve the provision of our u3a activity
  5. For those that subscribe, for delivery of the Trust publication – Third Age Matters

5.         Who do we share your personal information with?

5.1          We may disclose information about you, including your personal information

  1. Internally – to committee members and group conveners – as required to facilitate your participation in our u3a activities;
  2. 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 no longer wish to receive the magazine please contact the Treasurer.
  3. If we have a statutory duty to disclose it for legal and/or regulatory reasons. In this instance we will seek to obtain your consent. Information would be shared without consent where there were serious safety concerns and it was felt to be in your or the u3a’s best interests to disclose information.

6.         How long do we keep your personal information?

6.1          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 from when the member leaves. The exceptions to this are instances where there may be financial, 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.

7.         How your information can be updated or corrected

7.1          To ensure the information we hold is accurate and up to date, members need to inform the U3A of any changes to their personal information. You should do this as soon as a change occurs by contacting the Membership Secretary.  Should you wish to view the information that the U3A holds on you, you can make this request by contacting the Membership Secretary. 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 one month of the request being made.

8.         How do we store your personal information?

8.1         Anton u3a has 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 the use of firewalls and passwords.  Your membership information is held securely and accessed by Committee Members and Group Convenors – as appropriate.

9.         Availability and changes to this policy

9.1          This policy is available on the Anton U3A website and may change from time to time. When changes occur, members will be informed via the newsletter and the monthly meetings.

10.       Contact

10.1        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 Secretary via the CONTACT page or phone 07557 670123.

This policy was adopted on: 2nd September 2019 and the Policy review date is 15th March 2023