Specific Pages in the TAT Website

Other u3a Websites

Other Information

Photographs of Members

Please note that photographs may be taken of members participating in u3a activities and published on our website or in the magazine or on Facebook. If you do not wish your photograph to be used for these purposes, please let the photographer know.

Photographs on Websites and Magazines

We have received further advice from The Third Age Trust warning of the danger of publishing photographs on our website & in newsletters which are protected by copyright & therefore unavailable to use without permission or licence. Some u3as have inadvertently done so & have received correspondence from an organisation called Licence Compliance Services which basically trawls websites with a view to identifying unauthorised use of imagery & have incurred fines. It is often extremely difficult to ascertain ownership of a photograph so the advice is, if in doubt do not use it. A good website to visit is www.creativecommons.org a non -profit organisation enabling the sharing & use of photographs through free legal tools 

Insurances and Licences

Included included as part of our annual Membership to the Third Age Trust (TAT)

Data Retention

Must be kept permanently

• Annual Accounts for Main and Activity Accounts
• Committee Minutes
• Fixed Asset Register
• Details of Capital expenditure should be kept for as long as the relevant fixed assets are in use.

Must be kept for 6 years after the year end

• AlLMain Account Bank Statements, cash book, receipts, paying in records, petty cash etc
• Gift Aid declarations (including membership forms)

Must be kept for one year after the year end.

• All Activity Account Bank Statements, receipts etc

Miscellaneous

• Records relating to an individual should not be kept longer than it is needed.
• Anything that could potentially lead to an insurance claim must be kept for 3 years.  Otherwise, any record relating to an individual should be deleted when they cease to be a member. 
• In the case of a grievance, if it has been through due process and a resolution achieved, it can (and probably should) be deleted.  If resolution is not achieved, it would be wise to keep the documentation until everyone named in the grievance has left the u3a.
• We have some latitude in the date of deletion to suit our administrative processes, but we should have deleted the record within a year after termination of membership or 4 years after an event which could give rise to an insurance claim.

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