Wokingham U3A Privacy Policy

1       Introduction

1.1       Privacy

Wokingham U3A (we or us) treats your privacy rights seriously. This Privacy Policy sets out the basis on which we collect and use personal data about you.

1.2       Personal Data

In this Privacy Policy, where we use the words personal data we use these words to describe information that is about you and which identifies you.

1.3       In this Privacy Policy:

1.3.1      the word Trust means The Third Age Trust (charity number 288007)
1.3.2      the word TATTL means Third Age Trust Trading Limited (company number 11899419) and
1.3.3      the Beacon System means the membership data system operated by TATTL.

1.4       This Policy describes:

1.4.1      who is responsible for the personal data that we collect about you;
1.4.2      the personal data we collect about you;
1.4.3      how we will use it;
1.4.4      who we may disclose it to; and
1.4.5      your rights and choices in relation to your personal data.

This is to make sure you have a full picture of how we collect and use your personal data.

2       Who is responsible for the personal data that we collect?

We are the data controller for the purposes of data protection law, in respect of your personal data collected and used by us.

3       What personal data do we hold about you?

3.1       Collection and use

We collect and use personal data about you for the purpose of communicating with you as representative of your U3A. The personal data we hold includes:

3.1.1      Information that you provide to us / we collect from you

The information that you provide to us / we collect from you may include the following:

This information may be provided:

  • in the course of communications between you and us (including by phone, email or otherwise);
  • when you provide personal data via our Websites or using other systems which we provide to you;

4       Information about third parties

4.1       Third parties

In the course of us communicating with you, you may provide us with personal data relating to third parties (e.g. for some physical activities and trips members will be requested, but not required, to provide emergency contact information).

4.2       Consent and third parties

We will use this personal data in accordance with this Privacy Policy. If you are providing personal data to us relating to a third party, you confirm that you have the consent of the third party to share such personal data with us and that you have made the information in this Privacy Policy available to the third party.

5       How do we use the personal data we collect about you?

5.1       Purposes

We use your personal data for a variety of different purposes during the course of us providing services to you. The purposes for which we use your personal data are set out below.  Under data protection law, we can only use your personal data if we have a legal basis to do so. Examples of where we have a legal basis to process your personal data, includes when:

5.1.1      we have your consent;

5.1.2      it is necessary to enter into or perform a contract we have with you (or to take steps at your request prior to entering into that contract);

5.1.3      it is necessary to comply with a legal obligation; or

5.1.4      it is in our legitimate interests to process your personal data.

5.2       Legal Basis

We have set out our reasons for using your personal data in the table below under the heading Legal Basis. Where we rely on our legitimate interests, we have set out those interests in the table below.

6       Automated processing

We do not use your personal data to make any automated decisions that might affect you.

7       Who may we disclose your Personal data to?

7.1       We may share your personal data with:

7.1.1      internally to committee members, group convenors and other members who have been authorised to access membership data and

7.1.2      the Third Age Trust and

7.1.3      Third Age Trust Trading Limited and

7.1.4      our service providers and business partners

For more information please refer to Schedules 1 and 2.

7.2       We may also disclose your personal data to other third parties, for example:

7.2.1      if we or substantially all of our assets are acquired by a third party (or are subject to a reorganisation within our corporate group), personal data held by us will be one of the transferred assets; and

7.2.2      if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our agreements concerning you (including agreements between you and us).

8        Where will we transfer your personal data?

If we or our data processors transfer personal data outside the UK or the European Economic Area (EEA), we will implement appropriate and suitable safeguards to ensure that such personal data will be protected as required by applicable data protection law.

9        How long will we keep your personal data?

9.1       Retention periods

We will keep your personal data for different periods depending on the nature of the information, the purpose for which it was collected, any legal obligation and/or business reason to retain.

9.2       Extensions

Please note that the above retention period may be extended where we need to preserve and use personal data for the purposes of bringing or defending a legal claim.  In such cases, we will continue to hold and process your personal data for as long as is necessary to deal with the legal proceedings.

10    Your rights

You have certain rights with respect to your personal data.  The rights will only apply in certain circumstances and are subject to certain exemptions.  Please see the table below for a summary of your rights. Details of who to contact to exercise these rights can be found in paragraph 14. 

11    Third party links

Our Website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for how they handle your personal data. When you leave our Website, we encourage you to read the privacy notice of every website you visit.

12    Cookies

The Website uses cookies to distinguish you from other users of the Website.  This helps us to provide you with a good experience when you browse the Website and also allows us to improve the Website. For detailed information on the cookies we use and the purposes for which we use them, see our Cookie Policy at https://www.wokinghamu3a.org.uk/cookie-policy/

13    Changes to our privacy policy

This Privacy Policy is available at https://www.wokinghamu3a.org.uk/privacy-policy/. This policy may change from time to time. Members will be informed via the newsletter and the website when any material changes are made to Wokingham U3As policies and procedures.

14    Queries

14.1   Queries regarding this policy or use of data

If you have any questions regarding this Privacy Policy or the way we use your personal data, please contact us by:

14.1.1  email at enquiries@wokinghamu3a.org.uk or

14.1.2  post at Wokingham U3A, PO Box 3664, WOKINGHAM, RG40 9PA

15   Adoption and Review

This policy was adopted on 9th June 2020

Policy review date:

This document replaces previous Policy dated 2 April 2019

SCHEDULE 1

WHO IS PERSONAL DATA SHARED WITH?

SCHEDULE 2

OUR SERVICE PROVIDERS AND BUSINESS PARTNERS

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