WHAT THIS MEANS TO GROUP LEADERS
Due to changes in the law it is essential that Group Leaders, at the very least, read the sections highlighted in yellow within this document.
The Committee understands that Group Leaders may consider this policy to be excessive for the workings of the U3A locally, however, these policies have now become mandatory to protect the rights of members and the U3A locally and nationally.
Your co-operation is appreciated.
WHAT THIS MEANS TO GROUP LEADERS
The full membership contact details are held, maintained & used solely by the elected Membership Secretary. These details are stored on a separate drive to the Membership Secretary’s personal computer.
Records of contact details may be retained by the appointed Membership Secretary for 2 years following the year of a member leaving.
Each Group Leader may only hold contact details of those current active members who belong to that Group.
Group Leaders should, wherever possible, store these contact details on a secure drive separate to their personal email address book.
Group Leaders must only send out emails to their Group using ‘blind copies’.
Contact details must not be shared without the express permission of the member.
WHAT THIS MEANS TO GROUP LEADERS
Contact Information that is held is restricted to:
Name
Address
Home telephone number
Mobile telephone number
Note:
Members are responsible for keeping the Membership Secretary advised of any changes.
Members are allowed to request information on their own contact details that is held. Such requests or any complaints must be made to the Chairman who acts as the Data Protection Officer for the U3A Totnes.
Consent for photographs – see paragraph below
Consent is also required to cover:
Provision of contact details to U3A National Office
Provision of contact details to enable the sending of quarterly magazine
Use of any photographs containing a member on the U3A Totnes web site and Face Book pages or elsewhere.