Last updated October 2024

Introduction

This policy refers to your membership of u3a Oliva, and use of the u3a Oliva website and linked services (referred to here as 'we', 'us' or 'our') We are committed to protecting your personal information and your right to privacy. If you have any questions or concerns about our policy, or our practices with regards to your personal information, please email members@u3aoliva.org

We take your privacy very seriously. In this policy we explain what information we collect, how we use it and what rights you have in relation to it. We hope you take some time to read through it carefully, as it is important.

We may update this policy to comply with changes in legislative requirements, or to make it easier to read / understand. We will use member feedback to improve it. Any significant changes will be publicised through our website and Facebook channels.

Use of our website at u3aoliva.org

When you visit our website, we may use cookies or other similar tools to record that visit. Our site may capture non-identifiable information to help us keep the site secure - like your IP address.

We use services from Google to track how the site is used. They may include information such as your IP address, country, browser or operating system. We don't routinely capture any other personal information, and don't share it with any other providers.

If you click a link to another service, such as to a Facebook page or someone else's venue address on Google Maps, then you will be transferred to their service, and you are subject to the terms of their privacy policies.

Our website is hosted by a UK provider, and therefore may be subject to data protection rules there.

Managing your membership of u3a Oliva

If you become a member of u3a Oliva, or apply to be, or have been a previous member, then we will capture personal information to allow us to manage your membership. We try to capture only the information we need to do that. We won't pass your data to others, unless required to by law.

We will capture your name and email address to enable us to create your membership record, and contact you about your membership. We may also ask (optionally) for your town / postcode and your date of birth, to allow us to better understand our membership more widely and report anonymised statistics to partners such as the Ajuntament. We also ask (optionally) for your telephone number, to allow us to contact you in an emergency.

If you were a previous member of u3a Oliva (joined before September 2024), then we may still have older data in our legacy membership system record - such as your postal address. But this isn't actively used for any current purpose and we will of course remove it on request.

If you join u3a Oliva or renew your membership online, then your payment will be processed by PayPal on their secure site. We do not capture any information about your payment. PayPal will share a transaction number with us to confirm that your payment has been processed.

How we use your information

We use the information we collect or receive:

• To create or update a membership record for you on our CiviCRM system
• To send important membership communications by email (such as reminders to renew, news about your u3a, or information about committee elections)
• To send promotional communications (such as upcoming events, trips or groups). This is with your consent, and you can opt out using the link in any promotional email.
• To record payment of membership fees, event fees or other payment
• To record booking for events, trips or similar activities.
• To prevent harm and respond to legal requests.

Any information is stored by our UK based service provider, although they may host it or backups in other jurisdictions (like the EU).

We keep your information for as long as we need to manage your membership. If you are a past member then your data may be retained in our membership system in case you decide to rejoin us. On an annual basis we will delete older unused data from our databases.

Your information is held securely, with access limited to those authorised u3a staff members who need it. Access is password protected. Backups are encrypted and held securely by our UK based service provider.

Your rights

If you wish to see the information we hold in our database, then we will supply that on request.

If you want to change, update or delete any elements of the information we hold, again you can request that by email

If you want your personal data to be deleted completely, please email us. We need to hold your data to manage your membership of u3a Oliva, so asking us to delete your information will mean that any current membership is terminated - you will no longer be able to participate in u3a groups or activities, and refunds are not given for annual membership fees, so please bear this in mind before making your request.

Any requests can be emailed to members@u3aoliva.org

If you are resident in the European Economic Area and you believe we are unlawfully processing your personal information, you also have the right to complain to your local data protection supervisory authority.