Privacy Policy

Who we are

Our website address is: https://www.u3app.org.au. There is more information on our home page. Our contact details can be found on the Contact us page.

What personal data we collect and why we collect it

As an incorporated Association, we are required to contact all our members about certain events (eg the AGM, or any Special General Meeting). We therefore require all members to provide either a valid email address, or a postal address. These are the only mandatory fields.

We also request information that is optional, such as gender, date of birth, volunteer information, previous occupation, etc. You may choose not to provide this information if you wish.

We use internally generated data about current volunteer status and year of becoming a member of U3A Port Phillip to do selective emails for events such as the New Member Welcome event, and the Volunteers Party.

We use the information that people provide about volunteer capabilities and interests to recruit new volunteers in various roles from time to time. (U3A Port Phillip is entirely run by volunteers).

Gender and date of birth are used to produce annual statistics for U3A Network (the peak body in Victoria). We are required to provide member numbers analysed by age range and gender. The figures are aggregate, no individual data is provided.

From time to time we analyse member numbers by postcode, to determine whether and where we should provide courses in venues within the City of Port Phillip, other than at the Mary Kehoe Centre.

Course and Event Bookings

We use Google services to generate the maps that show event and course locations. Google services may collect data via your browser in accordance with Google's privacy policy.

We collect and store information you submit to us when making a booking, for the purpose of reserving your requested spaces at our event and maintaining a record of attendance. For members, the only additional information collected at the time of booking is your name and the name of the course or event.

We may use cookies to temporarily store information about a booking in progress.

Cookies

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select "Remember Me", your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

Our website uses pop-up windows to provide additional information on some pages. The Pop-up function uses anonymous cookies to prevent users from seeing the same popup repetitively. These cookies will only be created if we introduce pop-ups that open without user interaction, which we have no plans to do. At present all of our pop-ups are only visible if a user clicks on a link.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

Analytics

We use tools to measure and monitor the use of our website (eg the number of visits on a given day). This data is aggregated and anonymous.

We also use the tools provided by MailChimp which provide information about individual responses to our e-bulletin (whether the e-bulletin has been delivered successfully and whether it has been opened). These are only used to determine what is actually happening if a member tells us that they are not receiving the e-bulletin.

Who we share your data with

Your data will not be shared with any other organisation. Your data will be used for general communications from U3A Port Phillip about classes, events, etc (usually via our e-bulletin) and for communications from or on behalf of our volunteer tutors about any courses you have enrolled in (eg cancellations and changes, course material, etc).

How long we retain your data

For users that register via our MailChimp sign-up form, we store the personal information they provide in their user profile in both the MailChimp and website databases. All users can see, edit, or delete any of their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

Your data is retained for as long as you remain a member of U3A Port Phillip, whether financial or unfinancial.

The copy of the data in the MailChimp database is used to send out our regular e-bulletins. You can unsubscribe from the e-bulletin at any time.

What rights you have over your data

If you have an account on this site, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us.

You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Additional information

How we protect your data

Our website is protected from corruption and hacking by an Anti-Malware program. Scans are run regularly.

The data on our website is protected from loss by daily back-ups. These are encrypted and stored in the cloud (in Dropbox).

What data breach procedures we have in place

We have not yet experienced any data breach. Should this occur, all affected members would be notified immediately, with any recommended actions.

What third parties we receive data from

None

What automated decision making and/or profiling we do with user data

No data is used for automated decision-making. Confirmation emails and reminder emails are generated automatically as a result of certain actions by a member (eg payment of membership fees, enrolment in a class).

We use internally generated data about current volunteer status and year of becoming a member of U3A Port Phillip to do selective emails for events such as the New Member Welcome event, and the Volunteers Party.

We use the information that people provide about volunteer capabilities and interests to recruit new volunteers in various roles from time to time. (U3A Port Phillip is entirely run by volunteers).

Gender and date of birth are used to produce annual statistics for U3A Network (the peak body in Victoria). We are required to provide member numbers analysed by age range and gender. The figures are aggregate, no individual data is provided.

From time to time we analyse member numbers by postcode, to determine whether and where we should provide courses in venues within the City of Port Phillip, other than at the Mary Kehoe Centre.

Industry regulatory disclosure requirements

None

Additional information for website administrators

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Posts and Pages

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Events

Events Manager may use cookies to temporarily store information about a booking in progress as well as any error/confirmation messages whilst submitting or managing your events and locations.