Scope of the Policy
Ridgeway u3a treats your privacy rights very 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 identify of, an individual. This policy applies to Ridgeway u3a members and is effective 1 December 2024.
The personal information we collect
The personal information we hold about you is limited to your contact details, such as your name, address, telephone number, mobile number, and email address. We get this information from you only; for example: when you complete forms, when you email us and your personal dealings with us, including telephone or video conversations.
How we use your personal information
We may use your personal information:
- To keep you informed about Ridgeway u3a processes, documentation and activities,
- To contact you for administration, planning or management of Ridgeway u3a.
- To monitor, develop and improve offerings from Ridgeway u3a.
We’ll send you messages by email or other digital methods.
Who we share your personal information with
We may disclose information about you, including your personal information:
- Within Ridgeway u3a;
- To the Third Age Trust when it’s required for their administration or to provide a service to you;
- Or if we have a statutory duty to disclose it for other legal and regulatory reasons.
How long we keep information
We need to keep your information for as long as you remain a paid-up member of Ridgeway u3a. We may also need to keep it for longer for other legal and regulatory reasons. Subject to this, we will destroy, erase, or anonymise your personal information when it is no longer needed.
How your information can be updated or corrected
To ensure the information we hold is accurate and up to date, you need to tell us as soon as possible if any of the information you have provided to us has changed. From time to time, we may also ask you to confirm that your details are up to date. We will update our records as soon as possible to ensure we can continue to administer you and manage your participation. If you want a copy of the personal information we hold about you, you can contact us at Membership. There may be situations where we may not action your request, including where the provision of access would be too costly, the information may contain references to other individuals or for legal, investigative, security or other reasons. Otherwise we will usually respond within 14 days of your request and provide you with a copy of your personal information in a commonly used format.
Protecting your 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, regardless of the format in which it is held. The way we do this depends on the sensitivity of the information and the format in which it is contained. Security measures include technological measures such as Secure Socket Layer (SSL) encryption, which creates a secure connection with your browser when you register and login into our online services, physical measures like restricted access to physical documentation and strategic measures such as registers of levels of access and limiting access to a “need-to-know” basis. You acknowledge that no data transmission over the internet or the telephone can be guaranteed to be perfectly secure. Any personal information you submit to us or access electronically or over the telephone is done at your own risk. We do not guarantee or warrant the security of information transmitted in these ways. You should also take care not to give any security credentials we provide you or you choose (such as a password) to anyone else. We will never ask you for your full security credentials. If you are unsure, please end the session and contact us at Membership.
Availability and changes to this Policy
This Policy is available on the website. We may change this Policy from time to time. If we make any material changes we will notify you by email or by means of a notice on the website prior to the change becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices.
Contact
If you have any queries about this Privacy Policy, need this in an alternative format, please contact us at Membership. If you have any complaints about our privacy practices, please contact Chair.