TRAINING EVENING

GDPR General Data Protection Regulation May 25th 2018

DATA PROTECTION POLICY PRIVACY POLICY DATA PROTECTION POLICY

PRIVACY Why do we need the data? In order to provide EU3A activities and services to you. For the administration, planning and management of EU3A. To communicate with you about group and other EU3A and national U3A activities. To monitor, develop and improve the provision of our U3A activities.

we NEED TO share your DATA Internally - with Committee members, officers, authorised technical support and group leaders Externally – we use an external membership management system and use products and services such as direct mailing for Third Age Matters and Sources and EU3A’s newsletters. We judge that their digital and physical systems and procedures are secure. If we have a statutory duty to disclose it for HMRC and other legal and regulatory reasons.  

Implementing our data protection policy ensures that EU3A: Complies with data protection law and follows good practice. Protects the rights of members, suppliers and partners. Is open about how it stores and processes member data. Protects itself from the risks of a data breach.  

FOR HOW LONG DO WE KEEP THE DATA? HOW DO WE ENSURE IT IS CORRECT AND UP TO DATE? HOW CAN YOU CHANGE IT?

WHAT CAN YOU/SHOULD YOU DO? Keep your members’ data secure (preferably use Beacon, passwords, no pieces of paper left around, BCC) Ask for explicit consent for it to be shown outside the group (e.g. for visits) Don’t show any member’s data to another without explicit prior consent Except, of course, for your own details

BEACON FOR GROUP LEADERS

THE FIRST SCREEN AFTER LOG ON

THE GROUPS LIST

A GROUP’S RECORD

THE GROUP’S MEMBERS

A GROUP LEDGER

TOKENS #TITLE is replaced by the member’s title #FORENAME is replaced by the member’s forename #SURNAME is replaced by the member’s surname #FAM is replaced by the member’s familiar (nick/known as) name #MEMNO is replaced by the member’s member number #EMAIL is replaced by the member’s email address #TELEPHONE is replaced by the member’s land-line telephone number #MOBILE is replaced by the member’s mobile number #EMERGENCY is replaced by the member’s emergency contact information #AFFILIATION is not used by Elmbridge U3A #RENEW is replaced by the date on which the member is next due to renew his or her membership #FEE is replaced by the current Fee that the member would have to pay if paid on time #MEMCLASS is replaced by the member’s membership class (Individual, Joint, Honorary) #ADDRESSH is replaced by the member’s address shown in a single line #ADDRESSV is replaced by the member’s address shown over several lines #POSTCODE is replaced by the member’s postcode #TODAY is replaced by today’s date #U3ANAME is replaced by Elmbridge

EMAIL DELIVERY Despatched i.e. sent to the Beacon email agent Processed i.e. received by the Beacon email agent but not yet forwarded Dropped i.e. rejected -this may be because the email address was in an invalid format. Delivered i.e. accepted by the recipient's email provider Deferred i.e. the Beacon email agent is unable as yet to establish communication with the recipient's email provider Bounced i.e. rejected by the recipient's email provider Opened i.e. received by the recipient who has downloaded it onto his/her computer. Clicked i.e. a website link within the message has been clicked on by the recipient. The link clicked is indicated Spam report i.e. the message (or perhaps an attachment associated with it) has been rejected as spam

WHY AREN’T YOU USING IT?