LEATHERHEAD & DISTRICT U3A PRIVACY POLICY

Leatherhead and District U3A (hereafter ‘the 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 U3A you will be asked to provide certain
information. This includes:
 Name.
 Home address.
 Email address.
 Telephone number.
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 online contact forms. At the point that
you provide your personal information for membership purposes, we will also request that you provide
consent for us to store and use your data. Your consent is required in order to ensure our compliance with
data protection legislation.
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’ll send you messages by email, other digital methods, telephone and post 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 and group convenors – as required to facilitate your participation
in our U3A activities.
 Externally – where we use an external membership management system and with your consent for
products or services such as direct mailing for the Trust magazines (Third Age Matters and Sources).
Where such systems are used, the committee has scrutinised the Terms and Conditions of each
supplier and judged that their digital and physical systems and procedures are secure.
 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 we will seek your permission 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 12 months. The exceptions to this are instances
where there may be legal or insurance circumstances that require information to be held for longer whilst this
is investigated or resolved. Where this is the case then the 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 as to any
changes to their personal information. You can do this by contacting the membership secretary at any time:
Email: lhdu3amembers@gmail.com
Telephone: 01372 375756
On an annual basis you will have the opportunity to update your information, as required, via the membership
renewal form. Should you wish to view the information that the U3A holds on you, you can make this request
by contacting the membership secretary – as detailed above. 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
another 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. Security measures include technological
measures, for example, encryption
Your membership information is held on a database and accessed by the membership secretary and database
administrators. The database is password protected. The Membership Secretary also holds paper copies of
your application or renewal forms. These are held as a back-up for a year under lock and key.
AVAILABILITY AND CHANGES TO THIS POLICY
This policy is available on our website, under the Members Section. 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 us:
Email:

Policy review date: 31st March 2019