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At Accord, we respect everyone’s right to privacy. If you use our services, we want to keep your personal data private. This policy sets out what you can expect from Accord in how we collect and use any data about you.
This policy explains how we process information about you. It sets out how we use personal data, keep it secure, and maintain its accuracy. You can also find how we uphold your rights as a data subject.
This policy does not apply to other organisations we may link to.
Please read the following policy to understand how we treat your personal information. This policy was last updated in March 2024.
Who we are
Accord is the data controller for the information you provide. Our HQ address is:
Accord Simmons House 46 Old Bath Road Charvil, Reading Berkshire, RG10 9QR
Accord’s Data Controller is Paula Tegg, contactable at [email protected]. Accord's Data Protection Officer is Chris Rimell, contactable at [email protected].
Your rights as a data subject
You have rights as a data subject. These rights are:
The right to be informed– this means we must inform you how we’re going to use your personal data. We do this through this privacy policy and by informing you how we use your data each time we collect it.
The right of access– you have the right to access any data that we hold about you. You can do this by requesting a subject access request. We must respond to your request within one month. To request access to your data, please email [email protected]. It’s very helpful if you tell us what of your personal data you’re seeking.
The right to rectification– if you think the data we hold on you is incorrect, tell us so we can put it right. You can do this by:
The right to erasure – you have the right to request that we delete your data. We will do so unless we have a compelling reason for keeping it. To request this, please email [email protected].
The right to restrict processing– you can change your communication preferences online. Doing so will restrict how we communicate with you. You can do this by:
To discuss you right to restrict processing, email [email protected].
The right to data portability– you can request your personal data from us. You may be able to use this to transfer to different services. For example, if you join a different union and wanted them to know more about you. To request this, please email [email protected].
The right to object– you have the right to object to:
Direct marketing from Accord or from third parties we’ve shared your data with. You can opt out of direct marketing by logging in to your online profile, or by contacting Accord HQ on 0118 9341 808. We include instructions on unsubscribing in direct marketing messages we send to you.
Any processing where our lawful basis is legitimate interest. See the section How Accord uses your personal data for more details. Let us know if you object to any of our legitimate interest processing. Email [email protected].
Rights in relation to automated decision making and profiling– we don't do this at Accord. If that ever changes, we will update this policy and inform you.
At Accord, we’re committed to upholding your rights as a data subject. If you think we’ve not done so, please contact [email protected]. For further information, check out how to make a complaint.
The types of data we collect
We collect personal data from you as part of your membership with us. We also collect data when you interact with us through our website or online chat facility. This includes:
Your IP address, and how you use our website
Data on how you respond to emails that we send
Your name
Contact details, phone number, email address, postal address
Your employer and employment details
Your union membership
Equality monitoring information
Roles that you fulfil (for example, if you're a union rep)
Responses to surveys
Attendance at one of our events or conferences
How Accord uses your personal data
We use your personal data for the following purposes:
Registering you as an Accord member. This includes enabling you to retrieve a partial completed application
Contacting you about your membership and about essential trade union activities, directly or through our representatives
Providing you with representation and support
Meeting our legal obligations as a trade union
Acting on your behalf and in your interests, as set out in Accord's rules
Administering the monthly subscription draw
For the purposes of any membership audit undertaken on behalf of Accord
The lawful basis of Accord for processing your data is our legitimate interests as a trade union. We use legitimate interest as our lawful basis for the following data processing:
Holding your data on our membership database
Processing your subscription payment
Confirming your identity when you contact us
Sending you statutory communications. These are communications that, as a trade union, we have to send you by law
Sending you our membership magazine and communications you've opted to receive
Ensuring you have a vote in all Accord elections and ballots that you’re eligible to vote in
Representing you through Accord’s democratic processes – such as our biennial delegate conference
Member representation, which includes both individual and collective representation, as well as casework
Booking you on to any trade union courses or events you want to attend and ensuring accessibility
Equality monitoring
Statistical analysis of our membership and of employers and workplaces
Our websites also make use of cookies, and you can find out more about this in our cookies policy.
Consent
There are some types of data processing that we only do if you’ve given us your consent. These are:
Sending direct marketing messages by email, post, phone, SMS. Examples include a quarterly magazine, newsletters, member surveys and information about membership benefits
You are in control of what consent you give us. You can withdraw your consent at any time by:
We include instructions on how to unsubscribe in any direct marketing message we send to you.
Statutory data requirements
As a trade union, we have a statutory need to keep an accurate list of members’ names and addresses. If you wish to be an Accord member, you must provide this information to us.
Updating your personal information
We ask you to review the personal information we hold about you to ensure it remains accurate.
You can update your personal information with us, including correcting inaccuracies by
writing to us at: Membership Team, Accord, Simmons House, 46 Old Bath Road, Charvil, Reading, RG10 9QR. Please state the changes that need making to your record.
Improve your browsing experience by personalising the website
Enable your use of the services available on the website
Deal with enquiries and complaints made by you relating to the website
Event registration
When register for an event provided by Accord, we'll collect some information from you. We may ask for about any adjustments required, or any dietary requirements you have. We use information collected via our registration forms to:
Register you to an event
Provide you with event details and recordings where applicable
Seek feedback afterwards.
If you are not a member of Accord, you are free to register for some of our events. We will use your registration detail to contact you about the benefits of joining us after the event.
Data security
Accord uses industry standard to safeguard your personal information. This includes the use of firewalls and SSL (secure socket layers). We take care to protect data in our control against loss, misuse, or alteration. Data sent over the internet can be insecure, and you should ensure you have the right protection. You should use encrypted email when sending us sensitive information. Accord uses Barracuda to encrypt emails when emailing sensitive personal data.
We provide secure website access to update your membership record. When you use this service, we check details against our membership records. A unique link is then generated and emailed to you. The link will remain accessible for 15 minutes only. Don't forward your registration link to anybody else. It's your responsibility to prevent others from accessing the link once sent to you.
Sharing your personal data with third parties
By third parties, we mean organisations that are not Accord.
We share your information with third parties such as:
Providers of membership benefits
Returning officers, who ensure the fair running of our elections
Scrutineers, who count the votes when we ballot
Event providers
Union representatives
Membership auditors
When we share your data, we only share the required data needed for the purpose. For example, when we send a mailing by post we don't share your email address with the mailing house. This is because that data is not required. We ensure that processes are in place to secure the transfer of data to third parties. We also ensure the safe storage and deletion of data after use. We also ensure that where we share data for the purposes of a membership audit, we only share your Colleague ID number and that the employer is not provided with that data but, with our prior consent, may be provided with a report of the membership numbers only within their staff as identified by that audit.
The third parties we share data with are:
For all Accord members:
MiVoice – acts as scrutineer for some elections and returning officer for some ballots
Civica – acts as scrutineer for some elections and returning officer for some ballots
UK Engage (a trading division of Print Image Network Ltd) – undertake membership audits on behalf of Accord
For some Accord members depending on the membership benefits and services you access
Your employer – if you choose to pay your subscriptions via payroll deduction. We don't provide this facility to new members joining us today. Payroll deduction requires an agreed exchange of data with your employer. If you don't want your employer to know you're an Accord member you must setup a Direct Debit with us instead. We may also use the information your employer provides us to keep our records up to date. This will only be organisational data and not more personal information. If we exchange any data with your employer, we ask for your consent which you can manage on your online profile. If you choose not to consent, you'll need to update Accord with any changes related to your employment. Changes include your Grade, Division, Job family and working hours.
Our legal providers – if Accord refers a case on your behalf for legal advice. We user Slater & Gordon Lawyers, Dallas McMillan, and Francis Hanna & Co Solicitors.
MailChimp – if you opt in to email communications from Accord. This is the company we use to send electronic mailings
SurveyMonkey or Microsoft – if you choose to take part in member surveys
Our membership benefit providers – you can receive emails from our benefit providers. You can opt-in or opt-out online. These are the current benefit providers:
Benchmark Travel
WMT
Lifelink Services
Valley Insurance Services
Slater & Gordon Lawyers
Dallas McMillan
Francis Hanna & Co Solicitors
If you register for an event, we may need to share your details with external providers to host the event.
We very occasionally share data with organisations working to detect or prevent crime. such as the police.
Email
We use tracking technology on emails we send to subscription lists you choose to receive. This helps us to ensure that you only receive emails from us that are of interest to you. You can unsubscribe from emails at any time. We include the ability to unsubscribe at the bottom of these emails. You can also update your choices on your online profile.
We are happy to contact you using your work email address if you ask us to. If you do ask us to email you at work, please read your employer’s policy. Your employer may use monitoring technology that can read your messages.
Saving progress on online applications
When completing an application form to join us, you have the option to save your progress. We use your email address as the unique identifier for this purpose. We use tracking technology to enable you to return to your incomplete application.
When you save an application, we handle your details in line with this policy:
We keep incomplete applications for a 30-day period, after which all data will get erased.
You can return to your application at any time within the 30 days using the unique link provided in our email to you.
We issue an email with a unique link on day 1. We send reminders on day 15 and 25, and tell you when we erase your application on day 30.
We will contact you shortly after the 30-day period if you have not completed an application. Unless you ask us to do so, we won't contact you further after this.
Cookies
Like most websites, Accord’s uses cookies to improve our users’ experience. Cookies enable functionality on our website. They also provide us with data about how you use our website, and details about your device. We ask for your consent when you first access our site if you’re happy for us to use cookies. If you choose not to use cookies, some parts of our website won't function.
Our cookies policy explains the cookies we use, their purpose, and how you can find out more about cookies.
External web services
We sometimes use external web services to display content within our web pages. For example, to display images we may use Flickr or YouTube to show videos. We aim to label this content to help you make informed choices.
External sites use information about your usage of the content. If you're logged onto one of these external services, they will know who you are and can track your activity. These services often record anonymous activity, like the number of views.
Market research
We conduct market research to help us understand how well we're doing and the areas we can improve upon. Your participation is helpful and always appreciated.
We will only include you in these activities if you have given us your consent. You can withdraw your consent at any point in your membership with us.
Sometimes we use external organisations to help us conduct research. When we do, we'll make sure that they respect your privacy at all times. If you're contacted about research and don't want to take part, let the researcher know.
Transfers overseas and safeguards
We don’t routinely transfer your data outside of the UK or EU. However, it may be necessary to do so to provide specific membership services. You agree to the processing of your information outside of the UK by giving us your data. We will only do this when necessary.
We ensure service providers handling your data keeps it safe and secure.
Retention of data
Retention means how long we keep your data for. We do this under Accord’s data retention policy. This includes:
Application form – retained for duration of active membership as a digital record. We will erase it 1 year after membership lapses.
Membership record – if you end your membership, we will keep your information for:
7 years where we have provided representation and support to you.
1 year if we've not provided representation and support to you.
We keep your information in case you wish to query your membership or the support you've received from us. We also maintain access to data for any legal action.
Case files – we keep electronic records for 7 years after closing a. It is then erased. We keep this information securely, whether you remain an active member or not. We keep your information in case you wish to query your membership or the support you've received from us. We also maintain access to data for any legal action you may be taking.
Balloting data – our external provider keep mailing records for 3 months. They maintain ballot results data for 12 months.
Website forms & externally hosted forms (Microsoft Forms) – we remove data from our website monthly. If you're a member, we'll attach a copy to your membership record. If you're not a member and completed a form (including booking onto an overview session with one of our team, or registered for a webinar), we'll remove your data after 1 month unless you have granted us permission to contact you further.
If you’d like to know more about data retention, email [email protected].
Accessing your personal data within Accord
We restrict access to your personal data to those that need it. This includes Accord’s employees, and seconded officials. We provide workplace representatives with limited data about you unless you ask us not to. Any data we provide is available only for the purposes of carrying out trade union duties and must be stored and erased in line with the union's data policy.
The type of personal data shared will be relevant to the purpose. For example, we give workplace representatives your name and workplace. This enables them to introduce themselves as your local representative and provide support to you as a member. We also provide this information to support the aims of the union to organise, grow and communicate in your workplace and employer.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us. Send this to [email protected]. You can find how we deal with complaints in our complaint handling guidance.
You can also complain to the ICO if you are unhappy with how we have used your data.
Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF
