June 202
This Privacy Statement and any other documents referred to in it, sets out the basis on which we collect and use Personal Data about members.
The Data Protection Register came into effect on 25th May 2018. As an organisation we need to have a clear Privacy statement as to what data we hold on our members
- the personal data we collect about you
- how we will use the personal data
- who we will disclose it to for legitimate purposes
- your rights and choices in relation to your personal data
- disposal of personal data
For the purposes of this document u3a refers exclusively to Boldon and District u3a - Responsibility
The Data Controller is the Chair supported by the committee
The Data Processor is the Membership Secretary
The Data Protection Officer will be a member of the committee.
Scope of Policy Limited to Boldon and District U3A
Policy operational date Monday 8th July 2024
Date approved by Executive Committee Monday 8th July 2024
Policy review date To be reviewed every three years.
The personal data we collect
Title
Forename/s
Surname
Date of Birth
Telephone Number*
Mobile number*
Address
Post Code
Email address*
Membership of other U3A
Parent U3A
Date of Joining in the current year.
Personal third-party contact details, for emergency use.
* one or more may be absent if you do not own same.
How we will use the personal data.
3.1 Data Security
The Membership Secretary has the role of Data Processor and keeps paper copies of application forms in a locked box
All information is held online in the Beacon System, which is supplied and managed by u3a with automatic backup
3.2 Basis for use
We use your personal data for a variety of different purposes while providing u3a management and services.
This is because-
- We have your consent
- It is necessary to enter into or perform a contract we have with you.
- It is necessary to comply with a legal obligation
- It is in our legitimate business interests to process your personal data
See Appendix
3.3 U3A Use of Personal Data
Your data is primarily maintained to record your membership of the u3a, to facilitate the gathering of statistics and you should be aware that, on occasion to share details with Third Parties, who are working to assist the legitimate business of the u3a , for example the u3a Trust distribution of Third Age Matters (TAM). This accords with current General Data Protection Regulations and Information Commissioners Office Guidance.
Some information or lists may be prepared from time to time (e.g., door attendance, groups, outings, AGM agenda and relevant details) including requirements to facilitate Boldon and District u3a legitimate business.
We may communicate with you as a u3a member regarding other management information or to inform you of Boldon and District, Regional or National u3a issues and events.
You may request not to be contacted, though there are exceptions to this request.
4 Disclosure of Information (also see Appendix)
In addition to the circumstances outlined at 3 above and contained in the Appendix the following apply -
Within the u3a the membership secretary may only give basic contact information required to an event organiser or a group leader.
Your data or contact information will not be disclosed to another U3A member for any purpose unless there are special circumstances. e.g., health
No holder of an extract of the database will make personal use of the information.
5.Your rights and choices in relation to your personal data
You have certain rights in respect of your personal data. The rights only apply in certain circumstances and are subject to exemptions. (See the Appendix)
You may view the data we hold via the Members Portal of Beacon.
You may, at any time, amend the information held on Beacon system via the Members Portal. Alternately you may contact the membership secretary for help. We will comply as soon as practicable.
6.Disposal of Data
If you do not renew your membership or decide to resign from the u3a your person details contained electronically in the Beacon system of administration or paper form will be destroyed after the recommended period.
6(1) Retention Periods
Following the AGM, the membership secretary will continue to hold the previous year’s membership in both data base and paper format.
We will keep your personal data for different periods depending on the nature for which they were collected, legal obligation and /or legitimate business reason. Data retention period may be extended for the purposes any legal claim.
Appendix
Ref Para 3. (1) Personal Data may be disclosed to the Third Age Trust and other parties who process data on our behalf.
Ref Para 3. (2) Personal Data may be disclosed to other Third Parties carrying out legitimate or legal obligations or roles.
Ref Para 3. (3) Under a legal duty to or disclose or share data to comply with legal obligations
Summary of Right
You have the right to
a)Access your personal data and information about how we use it – subject to certain exemptions.
b) Rectify or correct your personal data where it is incorrect or incomplete.
c) Right to erasure of personal data in certain circumstances for example-
Where personal data is no longer necessary for the purpose for which it was collected or
If you withdraw your consent and there is no other legal ground for which we rely on the continued use of your personal data, (see ‘d’ below) or
If you object to the use of your personal data or
If your data needs to be erased to comply with a legal obligation.
d) Right to restrict the use of personal data.
Where personal data is inaccurate but only for so long as to require us to verify the accuracy of your personal data.
The use of your personal data is unlawful.
The u3a no longer need personal data but the personal data is required by you to defend a legal claim
You have objected to the use of your personal details, and we are verifying whether the grounds for use override your objection.
e) You have the right to obtain your personal data in a structured format.
f) You have the right to object to the use of your personal data-
Where you have grounds relating to your personal situation and where we use your personal data for our legitimate interests (or for those of a Third Party)
Object for marketing purposes.
Where we make a decision based solely on automated processing for where that decision produces a legal effect or otherwise significantly affects you.
g) You have the right to withdraw consent at any time where we rely on consent to use your personal data.
h) You have the right to complain to the relevant Data Protection Authority at
I.C.O, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF
i) Third Party Links
We may include links to Third Party websites, plug in and applications. This may allow Third Parties to collect data or share data about you to function better. It is recommended you check the privacy issues of any such sites
j) Who may personal data be shared with?
Business and service providers, accountants’ lawyers, and other professional advisors in carrying out business activities.
External agencies and organisations (including the police, law enforcement, and National Health Service for purpose of complying with applicable and regulatory practice.
For purposes of pursuing u3a learning, social and other related activity
Share with Third Parties if we are under a duty to disclose for legal obligations.