This policy should be read along with the U3A's Data Protection Policy.
How The Information Is Gathered
If you join the U3A you will be asked to provide certain information by completing the application form, and later, via renewal, or change of detail forms.
The personal information we collect
- Email address
- Telephone number (Home and Mobile as appropriate)
- Town and Spanish postcode
- Consent to use your Data for membership admin
- Consent to use your email address regarding U3A news & activities
In addition to the application form we will assign the following
- Membership number
- Join & renewal Date
From the application form we hold the following on file but we DO NOT hold the following on the on-line database.
- What your main interests are
- If you would you be interested in leading a group
We may also retain information such as your interactions with the U3A which may include emails and other correspondence with your instructions to the U3A. Records of your attendance at groups, events and outings hosted by the U3A, which
may include images in video and/or photographic form.
How do we use the information we collect?
To manage membership administration and planning of our U3A.
To communicate with you about our news and your group activities.
To monitor, develop and improve the provision of our U3A activities.
Who do we share you personal Information with?
We do not share your data with any other organisation other than those set out below who supply our IT services.
Our External Supplier for our IT Services are Klickhere.com. This includes the membership management system and the Web site.
We use your Email address to allow our bulk email supplier Mailchimp to send you email regarding news of our activities.
Where external suppliers are used, the U3A Committee has scrutinised the Terms and Conditions of the these suppliers and are satisfied that they are secure and that they comply with Spanish Data Protection Regulations.
How long do we retain your Personal information?
While you are a member your information is kept on record. After you leave or your membership expires all your membership information will be removed after a period of grace. In all instances this will be no longer than 12 months.
References in Newsletters, Bulletins, photographs of events etc. are not part of this process. As part of your data protection rights i.e. “the right to be forgotten”, we can remove your data at your request.
Your rights, including Subject Access Request.
You have the right to ask us, in writing or via email, for a copy of the personal data held about you. You can request to delete, amend or modify your data, including consent preferences at any time. We will take care to verify your identity and respond to your request within 14 days. Members can make this request in writing or email to, The Secretary at U3A Vall del Pop, Apartado Postal 120, 03727 Xalo or email the secretary here.
Members can change personal information via the Change of Details Form on the web site or email changes to membership secretary details on the Membership page.
Further information regarding this can be found in the U3A's Data Protection Policy.
A final note.
This Policy will be reviewed on a regular basis. If you see any item that you would like further clarification or information on please contact, in the first instance, the Secretary here.
This policy was last updated: December 2018
Next review date for this item: January 2020