Pembrokeshire U3A Privacy Policy
Who we are
Our website address is: https://pembrokeshireu3a.org.uk
Pembrokeshire U3A is the local branch of the National U3A (University of the Third Age) which is an international movement of retired and semi-retired people who come together to continue their educational, social and creative interests in a friendly and informal environment.
Pembrokeshire 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.
Contact forms
The information you submit on the Contact Form will be forwarded to the appropriate member of the Committee so that we may consider your suggestion or request. This is effectively a way of sending us an email, while minimising spam, and it will be stored by the recipients for an appropriate length of time. It is not used for marketing, sales or any other purpose other than a simple form of communication.
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 updated via written communication. 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.
Redesigned application forms will ask for the information needed for membership and accounting services. The form will also show how the member’s information will be used and how to withdraw consent. We will not gather this consent retrospectively but it will be obtained via renewals forms.
Pembrokeshire U3A Forum
Use of the Forum will require separate registration. The first entry on the ‘Private Area’ of the forum outlines the Forum Policy and Rules. It can also be seen here.
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 as required to facilitate your participation in our U3A activities.
- Group leaders will collect their own information (e.g. names and telephone numbers) required to run the group and to provide a suitable contact for emergencies.
- Externally – with your consent for products or services such as direct mailing for the Trust magazines – Third Age Trust and Sources.
- If we have a statutory duty to disclose it for other legal and regulatory reasons.
How long do we keep your personal information?
Membership is renewable on 1st October each year. Members who do not renew their membership are no longer members of the organisation; their membership forms will be shredded and their details will be removed from the database held by the membership secretary. Basic details will be held by the treasurer for accounting/gift aid purposes for the appropriate period of time.
On renewal it is important that every member actually completes a renewal form because it contains a declaration that needs to be signed.
Life members do not renew so a letter has been prepared to be sent at the normal renewal time. These members are advised that any change of circumstances should be given to the membership secretary, in writing, to ensure that the information held is accurate and up-to-date.
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 in writing or via the link on our Contact page. 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 in writing – as detailed above.
How do we store your personal information?
We do not store or access your personal information via any part of the website.
Your membership information is held on a database and accessed by the membership secretary who provides the minimum information needed to the treasurer, chairperson and newsletter editor to enable them to perform their duties within the organisation.
Cookies
This site does not use cookies to collect personally identifiable information about you. Our cookie policy can be found here.
Availability and changes to this policy
This policy is available via the privacy tab on the 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 in writing or via the link on our Contact page.