Lostwithiel Area u3a
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Privacy Information

Updated 28th August 2022

Lostwithiel u3a are committed  to safeguarding and preserving your privacy when visiting our site, or communicating electronically with us. This Privacy Policy explains what happens to any personal data that you provide to us or that we collect from you when you are on this site.

This page also contains information about steps that Lostwithiel u3a have taken to ensure compliance with The General Data Protection Regulation (GDPR) which came into force on May 25 2018.

 

Information we collect

When using our website we collect and process  information that you provide by filling in the Contact Form and the On-Line Membership Application Form.

Although both our Contact Form and the On-Line Membership Application Form are hosted on this secure  website  (https://www.lostwithielu3a.org.uk) the transmission of information via the Internet is not completely secure and therefore we cannot guarantee the security of data sent to us electronically and transmission of such data is therefore entirely at your own risk.

On registration of membership of Lostwithiel u3a, we collect the following information that Members provide:

  • First Name(s)
  • Surname
  • Full postal address
  • Home telephone number
  • Mobile number (optional)
  • Email Address
  • Membership of other u3a branches
  • Name and phone number of emergency contact

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

You have control over the ways in which we communicate with you by choosing to accept or decline receiving information by email, Telephone, Mobile Phone / text or post.

Storing Your Personal Data

Lostwithiel u3a store members information on the centrally based Beacon system which supports u3a Groups throughout the UK. More information about Beacon available on this page.    

Data that is provided to us may also be stored on secure password protected "Cloud" based storage systems provided by Google and Microsoft. This data includes your name, address, telephone number and email address. No financial details such as account numbers are stored. Google's commitment to GDPR available via this link. Details of Microsoft's commitment to GDPR is available via this link.

Sharing Your Information

The information you provide when joining Lostwithiel u3a is available to committee members and the group contact(s) of any interest groups to which you belong as required to facilitate your participation in our u3a activities.

Upon request we may disclose your personal information (Name, address, telephone number(s) and email address) to any member of Lostwithiel u3a. Please advise the Membership Secretary if you do not wish your details to be disclosed.

We will not disclose your details to organisations outside the u3a except for, with your prior consent, giving your name and address to the company that has been subcontracted to distribute copies of our national magazine Third Age Matters.

Retaining Your Information

As long as you are a member of Lostwithiel u3a we need to keep your information so that we can provide our services to you. If you cease to be a member of Lostwithiel u3a then in most instances information about your membership will be deleted within 12 months of you leaving the organisation. 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. 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. 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.

Registration under The General Data Protection Regulation (GDPR) 2018

Lostwithiel Area u3a is exempt from paying for registration under GDPR. It is a not-for-profit organisation which only process information necessary to provide or administer activities for people who are members of the organisation or have regular contact with it. (Reference 1)

How we use Cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Overall cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website. Read how to control and delete cookies.

We also use Google Analytics to analyse data about website visitors. Read the Google Analytics privacy policy. 

 

Electronic Newsletter

Lostwithiel u3a uses MailChimp to provide our e-mail newsletter service. This involves MailChimp having knowledge of your email address. This data is stored on a secure MailChimp server.

MailChimp is not permitted to use the data for their own purposes nor to sell or distribute it on to any other individual, organization or business under any circumstances. MailChimp is committed to The General Data Protection Regulation (GDPR). You can read the steps being taken by MailChimp via this link.

Lostwithiel u3a ask for your prior consent to receive emails before adding your email address to MailChimp's list of subscribers. You can 'opt out' of the newsletter at any time by clicking on the 'Unsubscribe' link at the bottom of each newsletter.

Email Services Used by Lostwithiel u3a

Lostwithiel u3a has email addresses using both Microsoft Outlook and Google Gmail.

Information supplied to us via our lau3a "at" outlook.com address is held on data centres managed by Microsoft. Details of Microsoft's commitment to GDPR is available via this link.

Our email address info "at"lostwithielu3a.org.uk is redirected via our hosting provider, Fasthosts, to lostwithielu3a "at"gmail.com. These emails are stored by Google in their Cloud. Google's commitment to GDPR available via this link. A statement from Fasthosts about their Privacy Policy is available here.

Data Protection Policy

Lostwithiel u3a Data Protection Policy is available via this link

Availability and changes to this policy

Printed versions of The Privacy Policy and The Data Protection Policy are available on request. The Privacy Policy and The Data Protection Policy may change from time to time. If we make any material changes we will make members aware of this via a prominent notice on this website, our newsletter and the regular members' Open Meetings.

Contacting Us

We welcome any queries, comments or requests you may have regarding this Privacy Policy. Please do not hesitate to contact us at lau3a "at" outlook.com or by post :-

Lostwithiel u3a
c/o Polmena House
 Polmena Lane
Lostwithiel, PL22 0LB