The Isle of Arran 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.
What personal information do we collect?
When you express an interest in becoming a member of the Isle of Arran u3a you will be asked to provide certain information.
This includes:
- your name
- home address
- email address
- telephone numbers
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. In future the information may be collected via membership application forms, membership renewal forms or by email, website or verbally.
The lawful basis for collecting and storing your information is due to the contractual relationship that you, as a member, have with the Isle of Arran 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.
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
- for group leaders to arrange accommodation, travel and visits for their members.
- to send you newsletters and general information about the Third Age Trust (the national organisation to which u3as are affiliated).
We’ll send you messages by email, post, other digital methods and telephone to advise you of u3a activities.
The website contact form records a log of all messages sent, as part of an anti spam management system. The log entry is deleted after 90 days.
Who do we share your personal information with?
We may disclose information about you, including your personal information:
- internally - to committee members and group leaders – as required to facilitate your participation in our u3a activities
- externally - for products or services such as direct mailing for the Trust magazines - Third Age Trust and sources
- externally – as required by group leaders when arranging travel and visits for their members.
- if we have a statutory duty to disclose it for other legal and regulatory reasons.
We may also:
- put contact information of group leaders/conveners and committee members in our newsletter and website.
- use non-identifiable photographs or background photographs without prior consent for use in our newsletter, website and for publicity purposes.
Where we need to share your information outside of the foregoing, we will seek your consent and inform you as to whom 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 3 years after you cease to be a member of the Isle of Arran u3a. 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 member/s will be informed as to how long the information will be held for and when it is 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 any changes to their personal information. You can do this by contacting the Membership Secretary.
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 Isle of Arran 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 14 days of the request being made.
How do we store your personal information?
We have 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. Your membership information is held on lists compiled and accessed by committee members and group leaders.
Availability and changes to this policy:
This policy is available on our website https://isle-of-arran.u3asite.uk and from the Secretary, or by a request to a committee member or group leader. This policy may change from time to time. If we make any material changes, we will make members aware of this via our newsletter and website.
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 secretary or contact any of your committee members or group leader