Torrevieja u3a (hereafter referred to as ‘the u3a’) is committed to safeguarding your privacy rights. This policy sets out how we shall deal with your ‘personal data.’ This is information that can identify you to others.

This policy should be read in conjunction with the u3a Data Protection Policy.

What personal data do we collect from you:

• The u3a collects the personal information submitted by you to our website and/or in writing when you complete a Membership Application Form. 
• When you complete a Membership Application Form you consent to the u3a storing and using your personal data in compliance with the General Data Protection Regulations (GDPR).

The u3a holds the following personal data about you:

First Name      Last Name      Email Address      Mobile Phone Number    Spanish Post Code

• The following information is also held, if you provide it: Urbanisation, Hobbies and Interests, How you heard about the u3a and If you would be interested in becoming a Group Leader.
• The u3a provides you with a unique membership number and an annual membership card. The number along with your name is used to identify you when you book an event or activity on our website or in person or attend a group.

Financial data:

• We do not retain your financial data.
• When you pay for something on our website or in person using a Debit/Credit card machine it is a ‘one-off’ transaction and your financial information is not retained once your purchase has been completed.

What we collect your personal data for:

• Your first and last names for u3a administrative purposes and to enable you to book events/activities and renew your membership on our website. 
• Your mobile phone number in case of last minute changes to events/activities where using email would not be suitable. 
• Your email address so that we can send you u3a information.

Event Organisers and Group Leaders:

• When you book an event/activity or join a group the Event Organiser/Group Leader will ask you for your name, membership number, email address and your mobile phone number (if you are booking an event).
• They may hold a record of your attendance at events/activities and groups for administrative purposes.
• Event Organisers and Group Leaders shall adhere to the privacy requirements detailed in this policy.

Who we share your personal data with:

• Unless an event/activity that you have booked clearly states that personal information is required to book with an external service/goods provider (for example a special menu request for a restaurant or a ticket for an event/activity) no personal information provided by you shall be disclosed to a third party without your express permission.

Where is your personal data stored and for how long:

• It is stored on the Torrevieja u3a website on a secure server and Cloud managed by our website host, SpanWeb. 
• It is stored by the Membership Secretary in a password protected file. The Membership Secretary is also responsible for the secure storage of a paper version of your Membership Application Form.
• Event Organisers and Group Leaders shall store personal data provided by you, directly to them, securely with suitable password protection.
• It is only kept for as long as you are a member of the u3a. 

What rights you have over your personal data:

• If you wish to see, edit, or delete it you must contact the Membership Secretary torreviejau3amembership@gmail.com
• You can request a file of the personal data held about you by contacting the Membership Secretary torreviejau3amembership@gmail.com

Photos/images (including video):

• Photos/images are often taken at u3a events/activities and meetings and subsequently published. 
• If you do not want a photo/image that includes you to be published you must advise the person taking the photo/image at the time. 
• If you see a published photo/image that includes you and you want it removed please contact the Groups Liaison Officer u3agroupsliaison@gmail.com

October 2024