What personal information do we collect?
When you become a member of Haywards Heath and District u3a you will be asked to provide certain information. This includes:
• your name
• home address
• email address
• telephone number
• Gift Aid Declaration, if eligible
• Third Age Trust Magazine Request
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, Gift Aid declaration, Direct Mailing for Third Age Magazine 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. To keep you informed of resources that you can access as a member we need to store and process a certain amount of personal data.
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 may send you messages by email, post or telephone to advise you of u3a activities. You have the right to opt out of any or all of these methods of communication. If you wish to opt out you should contact the Membership Secretary.
Who do we share your personal information with?
We may disclose information about you, including your personal information
• Internally – to committee members, group leaders and group convenors – as required to facilitate your participation in our u3a activities
• Externally – with your consent, for products or services such as direct mailing for Third Age Matters and claiming Gift Aid
• If we have a statutory duty to disclose it for other legal and regulatory reasons.
Where we need to share your information outside of the u3a, excluding those cases listed, we will seek your consent 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 after your membership ceases. The exceptions to this are instances where there may be legal or insurance circumstances that require information to be held for longer whilst the issues are investigated or resolved. Where this is the case for retaining your information for more than 12 months you will be informed as to how long the information will be held for and when it is deleted.
We are required to keep basic information – your name and address – for six years in respect of Gift Aid claims. At the end of that period all records will be automatically 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 of changes to their personal information. You should do this 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 or via the Beacon Membership Management System.
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 21 days of the request being made.
How do we store your personal information?
Your membership information is held on the Beacon Membership Management System and can be accessed by Committee Members and Group Leaders and Convenors as appropriate.
Availability and changes to this policy
This policy is available via the website and contained in your membership pack. 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 Beacon emails.
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 or telephone to the Chairman