At Accord, we respect everyone’s right to privacy, and want to keep your personal data private if you use our services. This policy sets out what you can expect from Accord in how we collect and use any data about you.
This policy reflects our duties under the General Data Protection Regulation (GDPR), the Data Protection Act 2018 and all applicable Privacy and Electronic Communication Regulations. It describes how we use personal data fairly, keep it secure, make sure it’s accurate and uphold your rights as a data subject.
This policy does not apply to other organisations to which we may link and whose privacy policies may differ.
Please read the following policy to understand how your personal information will be treated. It may change from time to time, so please check back periodically. It was last updated in January 2023.
Accord is the data controller for the information you provide. Our HQ address is:
46 Old Bath Road
Berkshire, RG10 9QR
You have rights as a data subject. These rights are:
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]. How we deal with complaints is set out later in this policy, including your right to complain to the Information Commissioner's Office (ICO).
We may collect a variety of personal data from you as part of your membership with us, or through interacting with us through our website or online chat facility. This could include:
We routinely use your personal data for the following purposes:
The lawful basis for this processing is Accord pursuing our legitimate interests as a trade union. We may also use legitimate interest as our lawful basis for the following data processing:
There are some types of data processing that we only do if you’ve given us your consent. These are:
You are in control of what consent you give us. You can withdraw your consent at any time by: logging in to www.accord-myunion.org; contacting Accord HQ on 0118 934 1808; or contacting your local workplace representative. There’ll also be instructions on how to unsubscribe included in any direct marketing message we send to you.
As a trade union, we have a statutory requirement to keep an accurate register of members’ names and addresses. If you wish to be an Accord member, you must provide this information to us.
If your personal information changes or you find that any of the information that we hold about you is inaccurate, please advise us of the relevant changes as soon as possible:
Personal data collected by our website will only be used for the purposes (or closely related purposes) for which it was collected.
We may use your personal information to:
When you complete registration for an event provided by Accord, we'll collect some information from you to register you. This may include understanding any adjustments required for you to attend and dietary requirements. Information collected via our registration forms will be used for the purposes of registering you to an event, providing you with event details and recordings where applicable, and seeking feedback afterwards. If you register for an event and are not a member of Accord, we may use the details you provide to contact you about the benefits of joining us.
Accord uses industry standard efforts to safeguard the confidentiality of your personally identifiable information, such as firewalls and SSL (secure socket layers). We make every effort to protect the loss, misuse and alteration of information under our control. However, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet. We use Barracuda to encrypt emails when emailing sensitive personal data.
If you choose to update and manage your personal details via the Accord website, your Accord membership information is accessible via a unique link generated by you and active for 15 minutes only. It is your responsibility to prevent others from accessing this link - for this reason we do not recommend you forward this email onto anybody else.
By third parties, we mean organisations that are not Accord.
We share your information with third parties such as:
When we share your data, we only share the minimum required for the purpose of the data processing (for example if the purpose is to send you a mailing by post, we wouldn’t share your email address with the mailing house, because they don’t need it). We also ensure that processes are in place so that data is always transferred to third parties securely.
The third parties we share data with are:
For all Accord members:
For some Accord members, depending on the membership benefits and services that you choose to access:
We very occasionally share personal data with organisations working to detect or prevent crime, such as the police.
We use tracking technology on all emails we send to any subscription lists that you may preference 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 by clicking the ‘unsubscribe’ button at the bottom of an email.
If you supply your work email address for us to contact you in all cases, then we are happy to communicate with you using that account. Please do familiarise yourself with your employer’s policies, as they may have the right to monitor and view your emails (Inbox, Sent Items, Deleted items etc.) in certain circumstances.
We use your email address as the unique identifier for this process. When you save an application, your details will be handled in line with this policy with the following exceptions. We will retain your saved application for a 30-day period, after which all data will be wiped. You can return to your application at any time during this period using the link provided to the email address you registered on the application. We issue an email with a unique link on day 1, a reminder on day 15 and 25, and a notice to advise your application has been erased on day 30.
We use tracking technology to provide you with the facility to return to your partially completed application form. Our membership team will be notified when you save progress on an application and may contact you shortly after the 30-day period if we have not received a completed application. We however won't contact you further beyond this unless you ask us to do so.
When on our website, data may be stored on a “cookie”. This is a tiny element of data that our site can send to your browser, which may then be stored on your hard drive. This small amount of information does NOT contain any private information stored on your computer.
Our cookies policy explains which cookies we use and why, along with where you can find more information about cookies.
We sometimes use external web services on the Accord website, mostly to display content within our web pages. For example, to display images we may use Flickr or to show videos we may use YouTube. This is not an exhaustive or complete list of the services we use, or might use in the future, when embedding content, but these are the most common.
These sites may use information about usage of embedded content. If you’re not logged in to these external services, then they will not know who you are but are likely to gather anonymous usage information e.g. number of views, plays, loads etc.
You may be contacted and invited to participate in market research activities by third party organisations acting on Accord’s behalf. While such research helps us to get valuable feedback on how we work well and where we can get better – and as such your participation is very helpful and always appreciated – you are not obliged to participate in such research. If you don’t want to, simply let the researcher know.
While we don’t routinely transfer your data outside of the UK, it may be necessary to do so in order to provide specific membership services. By providing us with your personal data you agree that we may transfer, store and process your information outside of the UK or European Economic Area (EEA) when necessary. We require any service provider handling your data to keep it safe and secure in accordance with GDPR requirements.
Retention means how long we keep your data for. We do this in accordance with Accord’s data retention policy. This includes:
If you’d like to know more or see Accord’s full data retention policy, please email [email protected].
Some of your personal data will be available to Accord’s employees, seconded officials, workplace representatives and others formally instructed by Accord for the purposes of carrying out trade union duties.
The type of personal data shared will be relevant to the purpose for which the data is used, so for example, unless you have expressly asked us not to, workplace representatives will be given your workplace and contact details.
You can also complain to the ICO if you are unhappy with how we have used your data.