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Old Town Hall
31 Haverstock Hill
London, NW3 4Q

Tel: 020 7692 5440
Email: office@u3alondon.org.uk

1. U3A in London requests personal information only for membership applications and renewals and for sending communications about their involvement with the U3A. The forms used to request personal information contain a privacy statement giving information about the use to which the information will be put.
2. Members’ data will only be accessed to communicate with members by U3A in London, by the coordinators of the groups of which they are members and by the distributors of ‘Third Age Matters’ to enable members to receive the “Third Age Trust”^[1]
3. The only people entitled to access members’ data will be those who are specifically authorised to access it for the purpose of running the organisation.
4. Physical data will be kept in a locked cupboard when it is not being used.
5. Data on U3A in London’s computer base is password protected and the password is only available to those members of the Committee and office staff who need it for the purposes of the admin 1.
6. Data will not be shared with other members or outside U3A in London except for purposes for which the relevant member’s consent has been obtained. In addition, any credit or debit card information will be strictly confidential, used only for processing payments authorised by the member and not retained once the relevant transaction has been completed.
7. The lawful basis for obtaining member information is because of the contractual relationship that U3A in London has with its members and because the members have consented to the data being held.
8. Any member may request the deletion of his/her data if it is no longer required for the above purposes.
9. Members are allowed to refuse to allow their email address to be shared with other members (e.g. by mass emailing)
10. All members who have, under this policy, access to the relevant data bases must (i) sign an undertaking to comply with the GDPR policy, and (ii) understand the consequences of breaching this policy. Breach of the policy constitutes a breach of the Members Code of Conduct and is a breach of the General Data Protection Regulations 2018 which can result in compensation for victims and criminal liability for the organisation.

How to complain

If you have any concerns about the use of your personal information, a complaint can be made to u3a in London at the above postal and email address, and telephone number: 

You can also complain to the Information Commissioner’s Office (ICO)^[2] if you are unhappy with how we have used your data. 

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire, SK9 5AF

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk

[1] The Third Age Trust is the national representative body for The University of The Third Age movement in the UK providing a wide range of support services to existing U3As. In addition, it helps to develop new U3As and to raise the profile and increase awareness of the movement throughout the UK.

[2] The ICO provide advice and guidance, promote good practice, monitor breach reports, conduct audits and advisory visits, consider complaints, monitor compliance and can take enforcement action in cases where the regulations have been breached. 

As a member of U3A in London I agree to abide by the principles of the U3A movement and this Code of Conduct which enables us to thrive in an atmosphere which is friendly, respectful and supportive.

U3A in London is an organisation which requires its members to have mutual respect and understanding in their dealings with other members.

Members are expected to engage willingly and positively in informal and formal attempts to resolve any complaint.

We share the Old Town Hall with WAC Arts, our landlords, and other tenants and we need to be good neighbours.

For these reasons I agree to this Code of Conduct: 

1. To wear my membership pass and lanyard at all times when in U3A in London premises.
2. To treat others with courtesy and respect at all times.
3. As a class member, to comply with reasonable requests from a class co-ordinator to ensure the proper functioning of their class.
4. Not to do anything which could bring U3A in London or the wider U3A movement into disrepute.
5. To abide by the reasonable rules of WAC Arts for the use of the Old Town Hall by its tenants and occupiers.
6. To report any concern or complaint about the behaviour of any member of U3A in London (or any other person in the building) to the U3A office or the Chair.
7. To comply with the relevant policies of U3A in London.
8. To be familiar with the FIRE EXIT ROUTES from my class(es).

U3A in London takes the safety and welfare of its membership very seriously. We are also conscious that, as we share the Town Hall with many others, including children and young people, we need to be good neighbours.

 Some of our members need carers in order to gain access to our facilities and we have adopted this policy:-

1. If a member needs a carer, this should be reported to the office. A meeting will be arranged between a member of the Committee and the member, the carer and a relative or friend of the member to explain this policy.The name and contact details of the carer and the member’s relative/friend will be retained by the office in case of emergency. On renewal of the membership this information must be included on the registration form. 

2. The carer may accompany the member to the classes without charge. If s/he does not want to stay with the member, s/he must remain close to and within hearing of the member until the coordinator arrives. If the coordinator is happy that the carer does not need to stay with the member, the carer must remain within hearing of the member.  

3. The carer must be close to and within hearing of the member at the start of each session until the coordinator arrives. The carer must be at the classroom at the time the session is programmed to end. 

4. The carer must accompany the member at any time the member is in the Town Hall and not in a classroom with a coordinator. 

5. It is the carer’s responsibility to ensure that the member behaves properly whilst the member is in the Town Hall. 

6. If a new carer is appointed the contact details of the carer must be given to the office. 

7. If there is a complaint about the behaviour of the member, the member, the carer and the member’s friend/relative may be asked to meet two members of the Committee to discuss the issue and to agree a course of action. 

8. The Committee reserves the right to terminate the membership of the Member if a reasonable solution cannot be found to any complaint.

Register of Charities No 288434: The Charity Commission

U3A is a registered charity and therefore regulated by the Charity Commission. It places on all charities a duty to protect and safeguard people as a fundamental part of their obligation to operate in the public interest.

Trustees of charities have a duty:

“to ensure their charity provides a safe environment, and protects staff, volunteers, and anyone who comes into contact with it from abuse or maltreatment of any kind”.

The trustees (members of the Executive Committee of U3A) are therefore required to take reasonable steps to protect people who have contact with U3A in London from harm.

An important part of safeguarding is to be clear about the standards of behaviour required by all members of U3A in London and must be read in conjunction with:

• The Members Code of Conduct,
• The Committee Members Code of Conduct,
• The Disciplinary Procedure,
• The Policy for Carers, and
• The Data and Privacy Policy.

All policies can be accessed on the U3A in London’s website: https://u3alondon.org.uk

1.  Safeguarding Principles

• U3A in London has a duty to promote the welfare of all its members, staff and volunteers, to keep them safe and to work in a way that protects them from harm.
• Nobody who is involved in the activities of U3A in London should ever experience abuse, harm, neglect or exploitation from members or any other persons acting on U3A in London’s behalf.

2. The duty to safeguard is owed to:

• people who benefit from U3A’s work (that is, the members of U3A);
• carers;
• volunteers;
• anyone employed by U3A (including those on an ad hoc basis); and
• anyone who has contact with U3A through its work.

3. Types of Risks and Harm to which this policy applies:

• sexual harassment, abuse and exploitation
• criminal exploitation
• poor behaviour and poor accountability
• abuse of a position of trust
• breaches of health and safety
• cyber abuse
• discrimination on any of the 9 grounds in the Equality Act 2010:
  • age,
  • disability,
  • gender reassignment,
  • marriage and civil partnership,
  • pregnancy and maternity,
  • race,
  • religion or belief,
  • sex, and
  • sexual orientation.

Data breaches, including those under General Data Protection Regulations (GDPR) and negligent treatment also fall within the protection afforded by this policy.

4. Equality, diversity and inclusion

The Equality Act 2010, referred to in paragraph 3 above embodies the legal requirement that no one should be treated less favourably on the basis pf any of the 9 grounds set out in the Act. U3A in London is committed to ensuring that the services it provides are available to everyone equally and the principles of equality, diversity and inclusion are embedded in the ethos of U3A in London. This is an important part of ensuring that, as a charity, it provides a public benefit.

5. Harassment and Bullying

Harassment and bullying both involve behaviour which harms, intimidates, threatens, victimises, offends, degrades, humiliates, or undermines victims of such behaviour.

Harassment can be a single incident or series of incidents, and usually focuses on the victim’s gender, race, ethnic background, colour, religion or belief, sexual orientation or disability.

Bullying is repeated inappropriate behaviour, direct or indirect and by one or more persons which undermines an individual’s right to dignity.

Examples of behaviour that is bullying or harassment include:

• Offensive material that is displayed publicly
• Verbal abuse or comments that belittle people
• Unwelcome and hurtful jokes
• Direct or subtle threats
• Offensive gestures
• Ignoring, isolating or segregating a person
• Staring or leering in a sexual way
• Unwanted physical contact of a sexual nature
• Aggressive physical behaviour
• Repeated behaviour which a person has previously objected to.

Complaints about behaviour which falls within the definitions set out above constitute both a breach of the safeguarding policy and of U3A’s disciplinary policy and Codes of Conduct and perpetrators will be dealt with in accordance with the relevant policies.

6. How does U3A in London ensure the safeguarding principles are complied with?

• By the commitment to promoting an open and positive culture so that members can be confident that when they report concerns, that they will be heard and responded to.
• By ensuring that any issues brought to its attention are properly investigated and dealt with quickly, fairly and sensitively.
• By recognising, recording, reporting and referring appropriately (see paragraph 8 below) any safeguarding concerns that are raised.

7. Safeguarding leads

The Executive Committee has appointed the following people to be safeguarding leads to be responsible for ensuring that the safeguarding policy is complied:

• Hazelanne Lewis
• Gillian Korgaonkar

8. The safeguarding leads’ responsibilities are:

• To ensure that when a safeguarding concern is raised, they act in accordance with their responsibilities set out in this policy; and
• Where appropriate, make a referral to Camden Council Adult Social Care who have a statutory obligation to safeguard adults at risk of harm under section 42 Care Act 2014; and
• Where relevant, a referral to the Charity Commission.

Camden Council contact details:

 Camden Council, Adult Social Care
Phone: 020 7974 4000
Textphone: 020 7974 6866
Email: adultsocialcare@camden.gov.uk

Charity Commission contact details:
Charity Commission
PO Box 211
Bootle
L20 7YX

Tel: 0300 066 9197
In the event of an emergency a 999 call must be made.

9. Review

The safeguarding policy must be reviewed annually to ensure that it is kept up to date and has addressed any safeguarding issues raised in the preceding year. The policy must be agreed by the Executive Committee annually.

10. Reporting and recording procedure

• Safeguarding concerns must be reported to the nominated safeguarding leads and/or any EC member/Trustee.
• Safeguarding concerns can be reported either verbally or in writing.
• A record must be made, and the information must be stored in a locked filing cabinet in the U3A office and can only be shared internally with safeguarding leads and/or Trustees in accordance with the Data and Privacy policy.
• Action must be taken quickly to ensure that further harm or damage is stopped or minimised.
• A report must be made to the relevant agencies and regulators when required.
• A review of what happened must be undertaken to understand how to stop it from happening again.
• The right to confidentiality must be respected.

11. Risks

U3A in London has over 1300 members and aims to provide a range of activities/classes for the interest and enjoyment of its members. Some members may be more vulnerable than others in speaking up for themselves. Some will have carers who come with them to the classes/activities that are offered. Both members and carers must be protected from all forms of abuse which are set out in this policy.

• Other policies relevant to safeguarding:
• The health and safety policy
• First aid policy
• Fire safety policy,
• Whistleblowing policy, and
• A Complaints Policy