U3A in London’s Data and Privacy Policy

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
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. 

    Members Code of Conduct

    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.

    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: 

    1. To treat others with courtesy and respect at all times.
    2. Not to do anything which could bring U3A in London or the wider U3A movement in disrepute.
    3. To abide by the reasonable rules of WAC Arts for the use of the Old Town Hall by its tenants and occupiers.
    4. That I will report any concern or complaint about the behaviour of any member of U3A (or any other person in the building) to the U3A office so that it can be dealt with by the Executive Committee.
    5. To comply with the relevant policies of the U3A

    U3A in London Policy for Carers

    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. 
    1. 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.  
    1. 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. 
    1. The carer must accompany the member at any time the member is in the Town Hall and not in a classroom with a coordinator. 
    1. It is the carer’s responsibility to ensure that the member behaves properly whilst the member is in the Town Hall. 
    1. If a new carer is appointed the contact details of the carer must be given to the office. 
    1. 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. 
    1. The Committee reserves the right to terminate the membership of the Member if a reasonable solution cannot be found to any complaint.

    U3A Disciplinary Procedure

    In this note the following terms shall have the following meanings:-

    • The Chairman – The Chairman of U3A in London or, if the Chairman has a conflict of  interest over the Issue, the Vice Chairman
    • The Code – The code of conduct of U3A in London
    • The Committee – The Executive Committee of U3A in London
    • The Issue – The matter over which there is a concern that the Code has been broken
    • The Member – The member whom it is suggested may have breached the Code

    In carrying out the disciplinary procedure, the Committee will do everything reasonable to keep the Issue confidential and to deal with it as quickly as possible.

    1. If there is a concern that the Code has not been followed by the Member, this should be brought to the notice of the Chairman.
    2. The Chairman will appoint a member of the Committee to meet the Member with the Chairman to try and resolve the Issue amicably and in confidence.
    3. If the Issue cannot be amicably resolved or, if the Chairman considers the Issue so serious that the only appropriate course is to follow a formal disciplinary procedure, the Chairman will appoint a subcommittee which will consist of three members of the Committee who have no conflict of interest over the Issue. 
    4. If the Chairman considers it appropriate, the Member will be suspended from membership of U3A on such conditions as the Committee may determine until the Issue is resolved.
    5. The subcommittee will set the timetable and procedures for its consideration of the Issue including, where appropriate, interviews with relevant members and others.
    6. Either the subcommittee or the Member may require the Issue to be dealt with at a hearing and the Member will be entitled to be accompanied by a friend at any hearing.
    7. The subcommittee will ensure that all hearings are fully minuted and that all minutes and documentation are preserved in an accessible form.
    8. The Member will be invited to make comments to the subcommittee in writing and attend any hearing
    9. If there are witnesses to any incident who are willing to give written representations, the subcommittee will contact them to ask them to give a written statement which will be taken into consideration and a copy of which will be given to the Member.
    10. The subcommittee will consider all relevant factors and any mitigating circumstances and will determine whether any disciplinary action is necessary.
    11. If the subcommittee decides there has been no breach of the Code it will report to  the Committee and the Chairman will advise the Member in writing.
    12. If the subcommittee decides disciplinary action is necessary it will advise the Committee and the Chairman will advise the Member in writing.
    13. The actions available are a verbal warning or a written warning and/or suspension for such period as the Committee shall determine or expulsion from membership of U3A.
    14. The Committee will meet to determine the disciplinary action and will advise the Member in writing of its determination and the procedure for appeal.
    15. The Member will have a right to appeal to the Committee in writing within 28 days of the date on which the Committee notified the Member of its decision
    16. The Member’s appeal must be in writing and the Committee (excluding any members with a conflict of interest) will meet to consider any written representations made by the Member.
    17. The Committee will advise the Member in writing of its decision on the appeal within 28 days of the date of his/her appeal and, subject to paragraph 19, the decision shall be final and binding on the Committee and the Member.
    18. If the Committee’s decision is to expel the Member, the provisions of paragraph 9 (d) of U3A’s Articles of Association will apply.

    U3A in London Accidents and Incidents Policy

    1. In accordance with health and safety legislation and safeguarding law ALL accidents, for example falls, and all incidents, for example where a person is taken ill and requires medical attention, MUST be recorded in the Accidents and Incidents book as soon as possible after the accident or incident has taken place.
      The Accident and Incidents book is kept in the black locked filing cabinet in the drawer which contains the class registers in the U3A office.

      U3A in London
      Safeguarding Policy

      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.
      1. 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.
      1. 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.

        1. 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.

        1. 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.

        1. 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.
        1. 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
        1. 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
        L20 7YX

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

        1. 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.

        1. 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.
        1. 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