West Pennine Villages u3a

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Privacy and Data Protection Policy

West Pennine Villages u3a treats your privacy rights seriously. This 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. The policy is regularly reviewed by the Committee, to ensure that our u3a remains compliant with Data Protection Act 2018. 

Collection and Storage of Personal Information

We use your information:

  • to provide u3a activities and services to you
  • for administration, planning and management of the u3a
  • to communicate with you about your group and other activities
  • to monitor, develop and improve the provision of u3a activity

When you join West Pennine Villages u3a you will be asked to provide certain information including the following:

  • your name
  • home address
  • email address
  • telephone number
  • gender
  • emergency contact
  • membership of other u3as
  • gift-aid preference

Wherever possible all the information collected about you will be obtained directly from you. This is usually the point of your initial registration or membership renewal.

In the course of your membership further personal information will be collected for example in the form of email communication and records relating to your participation in u3a activities.

Photographs, video recordings and audio recordings are also classified as personal data. Consent will always be obtained from you before photographs are taken or recordings made which might feature you.

All information will be stored securely.

West Pennine Villages u3a will ensure that committee members, officers and group convenors are made aware of what would be considered appropriate and inappropriate  communication. Inappropriate communication would include sending u3a members marketing or promotional materials from external service providers.

Sharing of Information

If we have a statutory duty to share your information for legal or regulatory reasons, we will normally obtain your consent. Information will not be shared without your consent unless there is a lawful basis for doing so. 

Access to Personal Information

You are encouraged to check and if necessary correct the information held about you on the u3a membership system. This information can be viewed online at https://u3abeacon.org.uk/u3aportal.php?u3a=389&sc=MGEP

You are also entitled to request access to the information held by West Pennine Villages u3a. The request must be in writing and addressed to the Secretary. Upon receipt, the request will be formally acknowledged and dealt with in a timely manner unless there are exceptional circumstances as to why the request cannot be granted. West Pennine Villages u3a will provide a written response, detailing all information held about you. A record of the date of request and the date of response will be kept by the u3a. 

Storing Personal Information after Membership Ceases

When your membership ceases, individual information will only be stored for financial, legal or insurance purposes, in accordance with legal requirements.

Date approved24/11/2019Date of review02/11/2023
ReviewerWebsite editorDate of next review01/11/2024
If you have any queries, requests or comments about Privacy and Data Protection Policy please leave a message. If you don’t provide an email address please provide contact details in your message.
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