Privacy Policy

K & D U3A (hereafter ‘the U3A’) treats your privacy rights 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 identity of, an individual.

What personal information do we collect?

When you express an interest in becoming a member of the U3A you will be asked to provide certain information. This includes:

  • Name.
  • Home address.
  • Email address (if you have one).
  • Telephone number.

How do we collect this personal information?

All the information collected is obtained directly from you. This is usually at the point of or your initial registration. The information will be collected via membership forms and membership renewal forms. At the point that you provide your personal information for membership purposes, we will also request that you provide consent for us to store and use your data. Your consent is required in order to ensure our compliance with data protection legislation. 

How do we use your personal information?

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.

We’ll send you messages by email, other digital methods, telephone to advise you of U3A activities. 

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 U3A activities.
  • If we have a statutory duty to disclose it for other legal and regulatory reasons.

Where we need to share your information outside of the U3A we will seek your permission and inform you as to who the information will be shared with and for what purpose.

How long do we keep your personal information?

We need to keep your information so that we can provide our services to you. In most instances information about your membership will not be stored for longer than 24 months. 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 Treasurer and Membership Secretary at any time, contact details are on the website and in the newsletter.

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 – as detailed 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 by the U3A committee on a spreadsheet and accessed by Treasurer and Membership Secretary, Secretary and Newsletter Editor as appropriate. Information is also held by your group leaders. 

Availability and changes to this policy

This policy is available on our website or in hard copy from the Treasurer and Membership Secretary (contact details on the website and in the newsletter). This policy may change from time to time. If we make any material changes we will make members aware of this via the website, the newsletter and the monthly members' meetings.


If you have any queries about this policy or have any complaints about our privacy practices, please contact the Chairman, contact details on the website and in the newsletter.

Policy review date: March 2019