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 June 2018.
Who we are
Accord is the data controller for the information you provide. Our HQ address is:
46 Old Bath Road
Accord’s Data Protection Officer is Paula Tegg, who can be contacted at email@example.com.
How Accord uses your personal data
We routinely use your personal data for the following purposes:
- Registering you as an Accord member
- Contacting you about your membership and about essential trade union activities
- Representing you effectively
- Meeting our legal obligations as a trade union
- Acting in accordance with the Accord Rules
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:
- 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 the quarterly membership magazine
- Ensuring you have a vote in all Accord elections and ballots that you’re eligible to vote in
- Ensuring you’re represented through Accord’s democratic processes – such as our biennial delegate conference
- Member representation (this could be representing you individually or collectively) and case work
- Booking you on to any trade union courses you want to attend and ensuring accessibility
- Equality monitoring
- Statistical analysis of our membership and of employers and workplaces
Accessing your personal data within Accord
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.
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.
If you choose to update and manage your personal details via the Accord website, your Accord membership information is password protected so that only you can access it and view the information contained in your account. You are responsible for maintaining the secrecy of your passwords.
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:
- Mailing houses that print and send our communications to you e.g. our quarterly member magazine
- Providers of membership benefits
- Returning officers (who ensure our elections are run fairly) and scrutineers (who count the votes when we ballot)
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:
- Ruskin Press Ltd – the mailing house that prints and sends our magazine
- Electoral Reform Services (ERS) – the organisation that acts as scrutineer for our elections and returning office for our ballots
For some Accord members, depending on the membership benefits and services that you choose to access:
- Your employer – if you choose to pay your subscriptions via payroll deduction. Please note that if you do not want us to disclose your Accord membership to your employer, you can pay your subscriptions by Direct Debit. 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 personal information.
- Our legal providers (Slater & Gordon Lawyers, Dallas McMillan, Francis Hanna & Co Solicitors) – if Accord refers a case in which you are involved for legal advice
- Sign-up.to – if you opt in to email communications from Accord. This is the company we use to send electronic mailings
- SurveyMonkey – if you choose to take part in member surveys
- Member benefit providers (The Accord Travel Club, WMT, Lifelink Services, Valley Insurance Services) – if you opt in to receiving information about membership benefits from third parties
We very occasionally share personal data with organisations working to detect or prevent crime, such as the police.
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.
Transfers overseas and safeguards
We don’t routinely transfer your data outside of the UK. Where it is necessary, we ensure appropriate data protection measures are in place.
Retention of data
Retention means how long we keep your data for. We do this in accordance with Accord’s data retention policy. This includes:
- Application form – retained for duration of active membership, then securely destroyed six months after membership lases
- Membership record – retained for up to six months after membership lapses, then deleted from database
- Case files – retained for 12 months after the case is closed, then securely destroyed
If you’d like to know more or see Accord’s full data retention policy, please email firstname.lastname@example.org.
Your rights as a data subject
You have rights as a data subject. These rights are:
- The right of access– you have the right to access your personal data (e.g. data that is about you) that we hold. This is called a subject access request. We must respond to your request within one month. To request access to your data, please email email@example.com. 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: logging in to accord-myunion.org; contacting Accord HQ on 0118 9341 808; or contacting your local workplace representative.
- The right to erasure – you have the right to request that we delete your data. We will do so, provided that we do not have a compelling reason for keeping it. To request this, please email firstname.lastname@example.org.
- The right to restrict processing– you can change your communication preferences (therefore restricting how we communicate with you) by logging in to accord-myunion.org; contacting Accord HQ on 0118 9341 808; or contacting your local workplace representative. There are also certain other circumstances in which you can suppress the processing of your personal data. To request this, please email email@example.com.
- The right to data portability– you can obtain and reuse your personal data for your own purposes across different services, for example different unions. To request this, please email firstname.lastname@example.org.
- 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 for direct marketing purposes. You can opt out of direct marketing any time by logging in to accord-myunion.org; contacting Accord HQ on 0118 9341 808; or contacting your local workplace representative. There will also be instructions on how to unsubscribe included in any direct marketing message we send to you.
- Any processing where our lawful basis is legitimate interest (see above). If you’d like to formally object to any of our legitimate interest processing, please email email@example.com.
- Rights in relation to automated decision making and profiling– this is not something we do at Accord. If that ever changes, this policy will be updated accordingly.
At Accord, we’re committed to upholding your rights as a data subject. If you think we’ve not done so, please contact firstname.lastname@example.org.
You may also complain to the Information Commissioner’s Office (ICO) if you believe your rights have not been upheld. The ICO is the data protection regulator and their website is: https://ico.org.uk
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 including the 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: logging in to www.accord-myunion.org; contacting Accord HQ on 0118 9341 808; 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.
Statutory data requirements
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.
Data collected on our website
Personal data collected by this website will only be used for the purposes (or closely related purposes) for which it was collected.
We may use your personal information to:
- Administer the website
- 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
All emails that we send you are tracked. 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 top of an email.
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.
External web services
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.