There are 2 parts regarding how PU3A deals with Privacy issues.
WHAT PERSONAL INFORMATION DO WE COLLECT?
When you express an interest in becoming a member of the PU3A you will be asked to provide certain information. This includes:
• Home address.
• Email address.
• Telephone numbers.
• Subscription preferences.
• Gift Aid entitlement
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, sent out to you or downloaded from our website. At the point that you provide your personal information for membership purposes, we will also request that you provide consent for us to supply your data to certain external providers. Your consent for the latter is required in order to ensure
our compliance with data protection legislation. When you join an activity, the group leader may also collect contact details from you for the purpose of communicating with you and keeping you informed of relevant information.
HOW DO WE USE YOUR PERSONAL INFORMATION?
We use your personal information:
• To provide our PU3A activities and services to you.
• For administration, planning and management of our PU3A.
• To communicate with you about your group activities.
• To monitor, develop and improve the provision of our PU3A activities.
We’ll send you messages by email, other digital methods, telephone and post to advise you of PU3A activities.
If you leave a group activity, or if a group closes, the group leader will be asked to delete all the personal information they may hold.
WHO DO WE SHARE YOUR PERSONAL INFORMATION WITH?
We may disclose information about you, including your personal information:
• Internally - to Committee members and group leaders – as required to facilitate your participation in our PU3A activities.
• Externally – 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 the PU3A we will seek your permission and inform you as to who the information will be shared with and for what purpose. We never share your personal information with third parties for commercial purposes.
HOW LONG DO WE KEEP YOUR PERSONAL INFORMATION?
We need to keep your information so that we can provide our services to you. Information about your membership will be stored on the website for as long as you are a member. HMRC requires us to keep records for six years, so a paper copy will be retained in secure storage for this purpose. Online membership records are archived for the same period and purpose when membership ceases.
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 PU3A as to any changes to their personal information. You can do this by logging in to the PU3A website and clicking on the My details tab, or by contacting the Membership Secretary at any time – details in U3A News and on the website. 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 PU3A holds on you, you can make this request by following the procedures 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 individual 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 such as Secure Socket Layer (SSL) encryption, which creates a secure connection with your browser when you register and login into our online services. Your membership information is held in a secure database on the PU3A website and may be accessed by authorised Committee members only.
AVAILABILITY AND CHANGES TO THIS POLICY
This policy is available on the PU3A website. 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.
If you have any queries about this policy, need it in an alternative format, or have any complaints about our privacy practices, please contact a member of the Committee – details in U3A News and on the website.
Policy review date: May 2019
The term ‘Peterborough U3A’ or ‘us’ or ‘we’ refers to the owner of this website. The term ‘you’ refers to the user or viewer of our website.
The website and cookies
Cookies are files, often including unique identifiers, that are sent by web servers to web browsers, and which may then be sent back to the server each time the browser requests a page from the server.
Cookies can be used by web servers to identity and track users as they navigate different pages on a website, and to identify users returning to a website.
Cookies may be either "persistent" cookies or "session" cookies. A persistent cookie consists of a text file sent by a web server to a web browser, which will be stored by the browser and will remain valid until its set expiry date (unless deleted by the user before the expiry date). A session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
Cookies on this website
(1) Session cookie
(2) Google Analytics Cookies
(3) Persistent cookie
Cookies do not contain any information that personally identifies you, but personal information that we store about you may be linked, by us, to the information stored in and obtained from cookies. Session cookies that we use within this site are essential to provide you with an uninterrupted visit to the website and are fundamental to the running of this site - we do-not store any personal information within this session cookie.
To enable our members to login to their member accounts, we have to store an essential cookie to remember that you are logged in and have authorised access to the website. This website does not function without this essential cookie.
We also use Google Analytics to track visitor trends to the website and monitor how effective our website is. Google Analytics sets cookies to ensure this works - this does not store any personally information about yourself.
You have a choice as to whether cookies relating to Google Analytics are saved onto your computer, this is opt-in therefore under no circumstances are Google Analytics cookies stored on your device before you explicitly give permission.
However, the essential cookie for the running of this website is saved to your device.
Most browsers allow you to refuse to accept cookies. For example:
(1) in Internet Explorer you can refuse all cookies by clicking "Tools", "Internet Options", "Privacy", and selecting "Block all cookies" using the sliding selector
(2) in Firefox you can block all cookies by clicking "Tools", "Options", and un-checking "Accept cookies from sites" in the "Privacy" box.
Blocking all cookies will, however, have a negative impact upon the usability of many websites. [If you block cookies, you will not be able to use the [identify feature(s)] on this website.
(7) Deleting cookies
You can also delete cookies already stored on your computer:
(1) in Internet Explorer, you must manually delete cookie files;
(2) in Firefox, you can delete cookies by, first ensuring that cookies are to be deleted when you "clear private data" (this setting can be changed by clicking "Tools", "Options" and "Settings" in the "Private Data" box) and then clicking "Clear private data" in the "Tools" menu.
Obviously, doing this may have a negative impact on the usability of many websites.
• The content of the pages of this website is for your general information and use only. It is subject to change without notice.
• Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.
• Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.
• This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.
• All trademarks reproduced in this website, which are not the property of, or licensed to the operator, are acknowledged on the website.
• Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.
• From time to time, this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).
• Your use of this website and any dispute arising out of such use of the website is subject to the laws of England, Northern Ireland, Scotland and Wales.