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We are a small and friendly U3A branch serving the areas of Ash, Ash Vale, Normandy, Mytchett and the villages on the borders of South West Surrey and North East Hampshire. We currently have 27 interest groups covering a range of subjects, (more in the pipeline), a monthly meeting, usually with a speaker, and the occasional special event.

The U3A (University of the Third Age) is an international association of independent groups of people, retired or semi-retired, who keep mind and body in trim pursuing educational, cultural and recreational interests. There is no lower age limit for joining and, as long as you are not in full time employment, you will be made very welcome. Over 1,000 U3As have been formed throughout the UK and many other countries have similar organisations. The UK web site of the national organisation, the Third Age Trust is http://www.u3a.org.uk

Established in 2000, Ash U3A now has a membership in excess of 300. A monthly meeting is held at St Peter’s Centre on the 3rd Tuesday of each month at 2.30 pm. Generally there is a guest speaker from outside the area or there is an alternative activity. Group meetings are held at many locations, depending upon the nature of the activity, that includes The Ash Centre, St Peter’s Centre, Victoria Hall, Normandy Village Hall, plus members’ homes.

Members pay an annual subscription (currently £10) and can join as many groups as they wish. This subscription covers central administration costs and a capitation fee to the Third Age Trust. The fee is kept low because the framework of the U3A is that it is run by its members and each group is responsible for itself. Some activity groups, may need additional funding to cover the cost of hall hire, materials, etc.

If you are interested in finding out more about us, please contact our Membership Secretary, Eileen Monds, on 01252 337460, who will provide you with membership details. Click here to download a copy of the membership application form

If you have any queries about Ash U3A feel free to contact us

Monthly Meetings List of U3A Events What’s on this Month Deals and Offers

Groups

 Groups-Timetable Feb 2018  Incident Form (pdf)

Art & Paint for All

A small group of approximately 7-8 people who get together and do our own thing using pastels, watercolour, oils, acrylics, collage, graphite and/or colour pencils, whatever takes your fancy! Read More…

Badminton

Starting in May Come and enjoy some exercise.  Read More

Book Circle

Each month we all have the same book to read provided by Ash Library and ordered by our co-ordinator. Read More…

Bridge

The Bridge Group is a particularly friendly group who play Duplicate Bridge using the ACOL system and players need to have some knowledge of the game. Read More…

Bridge for Beginners

This Group will help people with little or no knowledge of the game to learn the basics of playing Bridge. Read more

Crafty Crafters

We meet monthly at a members home to swap and share ideas and enjoy our interests in various crafts. Read More…

Enjoying Gardening

This group which was set up for anyone who likes gardening and gardens from the keen amateurs to those who just like to dabble or wander around beautiful gardens. Read More…

Family History

The aim of our Family History group is to help each other to make progress with research, share success and pitfalls. Read More…

Guide to an iPad

Have problems using your iPad  Read More

Healthy Walking

Planned walks about 3 to 4 miles taking around 1 ½ to 1 ¾ hours at a steady pace. Read More…

History of Art and Architecture

Meeting each month for a presentation on topics which range widely across the subject. Read More…

Jazz

This group aims at bringing together lovers of jazz of all types to listen to, discuss and learn a bit about Jazz. Read More…

Line Dancing

Join our new Beginners Class             Read More

Mah Jong Afternoon

No prior knowledge necessary – learn a new game in a friendly atmosphere of mixed gender, all welcome. Read More…

Mah Jong Evening

No prior knowledge necessary – learn a new game in a friendly atmosphere of mixed gender, all welcome. Read More…

MOTO

A group for Members On Their Own who participate with variable and flexible activities.
Read More…

Music Appreciation

Meeting every 2nd Wednesday of the month when a member prepares a programme of mostly classical music of their own choice frequently with a theme. Read More…

Poetry for Pleasure

a small group of poetry lovers who meet fortnightly in a member’s home to read poetry aloud and learn about the person who wrote the poems. Read More…

Potential New Group

Interested in joining a Music Group? Read More

Quiz Team

Members form a pool of quizzers who represent the U3A at local events. Read More…

Rambling

Circa 5 mile walks with a group of 50 plus members who enjoy the pleasure of each other’s company whilst also enjoying the ever-changing English countryside. Read More…

Reading Group

We are a small friendly group of book lovers who meet up each month at our Team Leader’s house to read and discuss books provided by Ash Library. After a lively discussion, when opinions can vary considerably, members are asked to give marks out of ten.

Read More…

Science & Technology

We explore (lightly) all areas of science and technology, including engineering, through a mix of talks by members, visiting speakers, DVDs and ‘away day’ visits. Read More…

Scottish Country Dancing

This lively group learns an ever growing repertoire of traditional dances for enjoyment and exercise. Read More…

Scrabble

The Scrabble group number 5/6 members and would welcome any new members who are interested in joining them for their twice monthly meetings. Read More…

Social Craft

Members meet every two weeks to enjoy a craft session and a cup of tea. Read More…

Social History

A group of amateur historians interested in how ordinary people lived rather than the great topics of national and political history. Read More…

Table Tennis

The number of members is restricted by the size of the current venue but if you think you might like to play please get in contact. Read More…

Table Tennis Group 2

Due to the number of members wishing to play we have started another group.  Read More

Tai Chi

Tai Chi is practised all over the world by millions of people.  Anyone can join in at any time – it’s a ‘doing’ group not a learning group. New members are always welcome. Read More…

Thursday Lunchers

Meeting once a month to exchange thoughts and anecdotes to continue the existing camaraderie within the group. Read More…

Travelogue

Meeting to talk about holiday experiences, show pictures and exchange ideas on travel. Read More…

Writing for Pleasure

Writing for pleasure is always our aim, But to masterpieces we cannot lay claim… Read More…

Read More

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February 2018 Newsletter

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ASH U3A Data Protection Policy

Scope of the policy

This policy applies to the work of ASH U3A (hereafter ‘the U3A’). The policy sets out the requirements that the U3A has to gather personal information for membership purposes. The policy details how personal information will be gathered, stored and managed in line with data protection principles and the General Data Protection Regulation. The policy is reviewed on an ongoing basis by the U3A committee members to ensure that the U3A is compliant. This policy should be read in tandem with the U3A’s Privacy Policy.

Why this policy exists

This data protection policy ensures that the U3A:

• Complies with data protection law and follows good practice.
• Protects the rights of members, staff, customers and partners.
• Is open about how it stores and processes members data.
• Protects itself from the risks of a data breach.

General guidelines for committee members and group LEADERS

• The only people able to access data covered by this policy should be those who need to communicate with or provide a service to the members of the U3A.
• Data should not be shared informally or outside of the U3A
• The National Office will provide induction training to committee members and group leaders to help them understand their responsibilities when handling personal data.
• Committee Members and group leaders should keep all data secure, by taking sensible precautions and following the guidelines below.
• Strong passwords must be used and they should never be shared.
• Personal data should not be shared outside of the U3A unless with prior consent and/or for specific and agreed reasons.
• Member information should be reviewed and consent refreshed periodically via the membership renewal process or when policy is changed.
• U3As should request help from National Office if they are unsure about any aspect of data protection.

Data protection principles

The General Data Protection Regulation identifies 8 data protection principles.

Principle 1 – Personal data shall be processed lawfully, fairly and in a transparent manner

Principle 2 – Personal data can only be collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes.

Principle 3 – The collection of personal data must be adequate, relevant and limited to what is necessary compared to the purpose(s) data is collected for.

Principle 4 – Personal data held should be accurate and, where necessary, kept up to date. Every reasonable step must be taken to ensure that personal data that are inaccurate are erased or rectified without delay.

Principle 5 – Personal data which is kept in a form which permits identification of individuals shall not be kept for longer than is necessary.

Principle 6 – Personal data must be processed in accordance with the individuals’ rights.

Principle 7 – Personal data must be processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

Principle 8 – Personal data cannot be transferred to a country or territory outside the European Union unless that country or territory ensures an adequate level of protection for the rights and freedoms of individuals in relation to the processing of personal data.

Lawful, fair and transparent data processing

The U3A requests personal information from potential members and members for the purpose of sending communications about their involvement with the U3A. The forms used to request personal information will contain a privacy statement informing potential members and members as to why the information is being requested and what the information will be used for. Members will be asked to provide consent for their data to be held and a record of this consent along with member information will be securely held. U3A members will be informed that they can, at any time, remove their consent and will be informed as to who to contact should they wish to do so. Once a U3A member requests not to receive certain communications this will be acted upon promptly and the member will be informed as to when the action has been taken.

Processed for Specified, Explicit and Legitimate Purposes

Members will be informed as to how their information will be used and the Committee of the U3A will seek to ensure that member information is not used inappropriately. Appropriate use of information provided by members will include:

• Communicating with members about the U3A’s events and activities
• Group leaders communicating with their group members about specific group activities.
• Adding members details to the direct mailing information for the Third Age Trust magazines – Third Age Matters and Sources.
• Sending members information about Third Age Trust events and activities.
• Communicating with members about their membership and/or renewal of their membership.
• Communicating with members about specific issues that may have arisen during the course of their membership.

The U3A will ensure that group leaders are made aware of what would be considered appropriate and inappropriate communication. Inappropriate communication would include sending U3A members marketing and/or promotional materials from external service providers.

The U3A will ensure that members’ information is managed in such a way as to not infringe an individual members rights which include:

• The right to be informed.
• The right of access.
• The right to rectification.
• The right to erasure.
• The right to restrict processing.
• The right to data portability.
• The right to object.

Adequate, Relevant and Limited Data Processing

Members of the U3A will only be asked to provide information that is relevant for membership purposes. This will include:

• Name
• Postal address.
• Email address.
• Telephone number.
• Gift Aid entitlement.

Where additional information may be required, such as health-related information, this will be obtained with the specific consent of the member who will be informed as to why this information is required and the purpose that it will be used for.

Where the U3A organises a trip that requires next of kin information to be provided, the U3A will require the member to gain consent from the identified next of kin. The consent will provide permission for the information to be held for the purpose of supporting and safeguarding the member in question. Were this information to be needed as a one off for a particular trip or event then the information will be deleted once that event or trip has taken place unless it was to be required – with agreement – for a longer purpose. The same would apply to carers who may attend either a one-off event or on an ongoing basis to support a U3A member with the agreement of the U3A.

There may be occasional instances where a members’ data needs to be shared with a third party due to an accident or incident involving statutory authorities. Where it is in the best interests of the member or the U3A in these instances where the U3A has a substantiated concern then consent does not have to be sought from the member.

Accuracy of Data and Keeping Data up to Date

The U3A has a responsibility to ensure members’ information is kept up to date. Members will be informed to let the membership secretary know if any of their personal information changes. In addition, on an annual basis the membership renewal forms will provide an opportunity for members to resubmit their personal information and reconfirm their consent for the U3A to communicate with them.

Accountability and Governance

The U3A Committee are responsible for ensuring that the U3A remains compliant with data protection requirements and can evidence that it has. For this purpose, those from whom data is required will be asked to provide written consent. The evidence of this consent will then be securely held as evidence of compliance. The U3A Committee shall ensure that new members joining the Committee receive an induction into how data protection is managed within the U3A and the reasons for this. Committee Members shall also stay up to date with guidance and practice within the U3A movement and shall seek additional input from the Third Age Trust National Office should any uncertainties arise. The Committee will review data protection and who has access to information on a regular basis as well as reviewing what data is held.

Secure Processing

The committee members of the U3A have a responsibility to ensure that data is both securely held and processed. This will include:

• Committee members using strong passwords.
• Committee members not sharing passwords.
• Restricting access of sharing member information to those on the Committee who need to communicate with members on a regular basis.
• Using password protection on laptops and PCs that contain or access personal information.
• Using password protection or secure cloud systems when sharing data between committee members and/or group convenors.
• Paying for firewall security to be put onto Committee Members’ laptops or other devices.

Subject Access Request

U3A members are entitled to request access to the information that is held by the U3A. The request needs to be received in the form of a written request to the Membership Secretary of the U3A. On receipt of the request, the request will be formally acknowledged and dealt with within 14 days unless there are exceptional circumstances as to why the request cannot be granted. The U3A will provide a written response detailing all information held on the member. A record shall be kept of the date of the request and the date of the response.

Data Breach Notification

Were a data breach to occur action shall be taken to minimise the harm by ensuring all committee members are aware that a breach had taken place and how the breach had occurred. The committee shall then seek to rectify the cause of the breach as soon as possible to prevent any further breaches. The Chair of the U3A shall contact National Office within 24 hours of the breach occurring to notify of the breach. A discussion would take place between the Chair and National Office as to the seriousness of the breach, action to be taken and, where necessary, the Information Commissioner’s Office would be notified. The committee shall also contact the relevant U3A members to inform them of the data breach and actions taken to resolve the breach.

If a U3A member contacts the U3A to say that they feel that there has been a breach by the U3A, a committee member will ask the member to provide an outline of their concerns. If the initial contact is by telephone, the committee member will ask the U3A member to follow this up with an email or a letter detailing their concern. The concern will then be investigated by members of the committee who are not in any way implicated in the breach. Where the committee needs support or if the breach is serious they should notify National Office. The U3A member should also be informed that they can report their concerns to National Office if they don’t feel satisfied with the response from the U3A. Breach matters will be subject to a full investigation, records will be kept and all those involved notified of the outcome.

Policy review date March 2018