Who we are
Rugby U3A is a charity offering services for those who are no longer working. We provide a framework for establishing self help social, activity and learning groups. Our National body – the Third Age Trust – supports local U3A groups on a national basis.
PRIVACY STATEMENT
The UK Data Protection Act 2018 enacts the EU General Data Protection Regulation (EU) 2016/679 into UK law. The Act requires us to publish a ‘privacy policy’ to state what ‘personal data’ we are collecting and the use to which it will be put.
The identity and contact details of the controller and the data protection officer
Rugby U3A, a registered charity
Primary Data Controller: Treasurer: Treasurer@u3arug.org.uk
The purpose of the processing and the lawful basis for the processing
Rugby U3A may collect personal data when you join us, renew your membership, or contact us in other ways. This will comprise of:
1. your name,
2. postal address
3. telephone number(s)
4. email address (if provided)
We will only use this information to:
• Administer the U3A’s affairs
• Supply you with the newsletters and publications.
• Inform you about U3A activities and other activities related to the U3A’s interests – e.g: activities organised by others that the U3A may may support, or matters considered to be relevant to the general profile of Rugby U3A’s membership.
• To communicate with you in regard of any technical or other relevant matters.
• The ‘lawful bases’ for holding and using your personal data are:
A. the ‘legitimate interests’ of the U3A in respect of 1,2,3 and 4 above;
B. the ‘legal obligation’ of the U3A as a Registered Charity in respect of 1 and 2 above;
C. ‘contract’ (membership) in respect of 1, 2, 3, 4, and 5 above.
The legitimate interests of the ‘data controller’.
The U3A has the aims of encouraging participative activites, events and learining opportunities. This requires effective administration of the U3A’s affairs and communication with all members.
Any recipient or categories of recipients of the personal data
We will not disclose your personal data to another person or organisation without your specific consent unless we are required to do so by law or our contractual arrangements require it;
(e.g: we need to send a list of addresses to the Third Age Trust for the circulation of the Third Age Matters magazine).
Details of transfers to third country and safeguards
Our membership database and website data is currently held by Internet Service Provider iFastnet. iFastnet have their own privacy policy which can be found here: https://ifastnet.com/privacy.php
All data on our website is subject to security controls and access to personal data is restricted to registered U3A members. The personal data of members who have not given consent to share their details with other members will only be available to U3A Committee members and selected nominees having a specific role in adminstering the U3A.
Retention period or criteria used to determine the retention period
Information on former members is retained as an archive. Personal data will be treated as confidential.
The existence of each of data subject’s rights
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to the U3A Secretary.
We will respond to your request within a month.
We will not charge you for complying with such a request unless the request is ‘manifestly unfounded or excessive’; we may charge a reasonable administrative-cost fee if further copies are requested.
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.
The right to withdraw consent at any time, where relevant
Where a member has provided consent for his/her details to be shared with other members, they have the right to withdraw such consent at any time by informing the Secretary by letter or email.
The right to lodge a complaint with a supervisory authority
If we are unable to resolve any complaint you have about the U3A’s use of your personal data, you have the right to complain to:
The Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
Whether the provision of personal data is part of a statutory or contractual requirement or obligation and possible consequences of failing to provide the personal data
As a Registered Charity, the U3A has an obligation to maintain a register of its members.
In joining the U3A, you enter into a contract in which we use your personal data to send you the U3A “Third Age Matters” magazine, Rugby U3A newsletters, publish your contact details in connetion with the operation of groups or other matters, provide you with advice and support, and carry out administrative tasks to maintain your membership. Your personal details are also required to be held by our website to provide you with secure password-protected access. Without such data, we would be unable to fulfil your membership. No automated collection of persoanl data will be carried out.
How to contact us
For further information on how your information is used, how we maintain the security of your information, and your rights to access information we hold on you, please contact our Secretary: Secretary@u3arugby.org.uk.
Changes to our privacy policy
We keep our privacy policy under regular review and we will place any updates on the U3A’s web page. This privacy policy was last updated on 18th October 2023.
Guidance
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Cookies
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Our system is set up allow Login cookies to be retained for a year to ease the issue of repeated logins. If you de-select “Remember Me”, your login will no persist on your computer. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Who we share your data with
We do not share your data with anyone other than the Third Age Trust as a consequence of forwarding mailing lists for the Trust’s magazine.
How long we retain your data
Suggested text: If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What rights you have over your data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.