Privacy Statement

 

 

1.1            This page explains how and why Advance Union (also referred to as “Advance”, “we”, “our” and “us”) uses personal data about our members (referred to as “you”).

1.2            You should read this privacy notice, so that you are able to understand how we are using your personal data. Please also read any other privacy notices that we may issue in the future.

1.3            We may update this privacy notice from time to time to reflect changes to the type of personal data that we process and/or the way in which it is processed. We will update you on material changes to this notice by communicating this through updates on the Advance Website email or in our magazine. We also encourage you to check this page from time to time.

2.              Advance’s data protection responsibilities

2.1            “Personal data” is any information that relates to an identifiable natural person. Examples of your personal data include your name, address, contact details, Employee Number etc. In addition, information that combined, allows your identification may also amount to your personal data, such as your first name and job title.

2.2            The term “process” means any activity relating to personal data, including, by way of example, collection, storage, use, consultation and transmission.

2.3            On applying to Join Advance, or if you are a member then Advance is the "controller" of your personal data. This is a legal term – it means that we make decisions about how and why we process your personal data and, because of this, we are responsible for making sure it is used in accordance with data protection laws.

3.              What types of personal data do we process and where do we get it from?

3.1            We process many different types of personal data about you for lots of reasons (which are set out in the table below) but the main reason we process data is because of your membership and our rules.

3.2            If any of the personal information you have given to us changes, such as your contact details, it is your responsibility to inform us without delay by updating your information on myAdvance (Via our website) or contacting the union office on 01442 891122

3.3            We cannot administer your membership or other relationship with you without your personal data. Where we don’t need your personal data, we will make this clear, for instance we will explain if any data fields in our application processes are optional and can be left blank.

3.4            This information may either be provided by:

You or on your behalf, either directly such as from your representative or may have historically been provided as part of information shared from your employer;

4.              What do we do with your personal data, and why?

4.1            We process your personal data for particular purposes in connection with your membership or engagement with us, and the management and administration of our organisation

4.2            We are required by law to always have a so-called “lawful basis” (ie a reason or justification) for processing your personal data.

4.3            There are a number of different lawful bases for processing. The table below sets out the personal data we process, the different purposes for which we process that personal data and the relevant lawful basis on which we rely for that processing. For some processing activities, we consider that more than one legal basis may be relevant – depending on the circumstances.     

 

Personal Information

Basis of Processing

Reasons

 

General administration

 

 

 

·   Name;

·   Contact details;

·   Personal telephone number(s) and email address;

·   Postal address;

·   Work email address;

·   Work telephone numbers;

·    

 

·   The processing is necessary for compliance with a legal obligation to which Advance is subject to.

·   To update you on any changes to your membership.

·   To hold a register of members

·   To contact you if you need to be balloted or vote on elected members as set out in the Advance rules and in legislation

 

 

·   The processing is necessary for the purposes of the legitimate interests pursued by us.

 

·   To allow us to communicate and correspond with you.

·   . To allow us to provide access to our website

 

·   Update you on matters that affect your membership either directly or indirectly

·   To contact you if we are discussing matters with the bank that effect you

 

 

 

·   Name;

·   Work Location

·   Job title.

·    

·   The processing is necessary for the purposes of the legitimate interests pursued by us.

·    

·   To allow us to identify which part of the Advance elected areas you belong to for election purposes

·    

 

·        The processing is necessary for compliance with a legal obligation to which we are subject.

 

·   To understand where our members work in the organisation

·   To help ensure we provide targeted communication

 

·   Staff Employee number.

 

·   The processing is necessary for the purposes of the legitimate interests pursued by us.

 

·   Our ability to correctly index any employee information is dependent on the staff employee number, especially where we have a large number of individuals with similar names.

 

·  Employer (the individual company to whom the employee is employed, as set out in their contract of employment).

 

·   The processing is necessary for the purposes of the legitimate interests pursued by us.

 

·   To understand which agreements may apply

·   To ensure we know collectively which group the individual works for when discussing any employment matter

 

·   The processing is necessary for compliance with a legal obligation to which we are subject

·   Union rules place all ordinary members in an Area that is an elective constituency.

 

·   Details of contact with Advance

·   The processing is necessary for the purposes of legitimate interests pursued by us.

 

 

·   To allow us to respond to, or progress any enquires through the Advance helpline

·   To ensure we provide a seamless service

·   To keep records to protect the legitimate interests of Advance, to evidence the direction and advice offered where necessary.

 

·   Any responses to member surveys.

·   The processing is necessary for the purposes of legitimate interests pursued by us.

 

 

·   To allow us to undertake statistical research on various issues as indicated by the subject of the survey and we need to collect personal data

 

·  We may also use any personal data, where necessary, for the purposes of preparing statistical reports.

 

·   The processing is necessary for the purposes of the legitimate interests pursued by us.

 

·   We may use personal data to undertake statistical analysis and/or research to assist us in management forecasting and planning, identifying issues relating to our membership.

         

 

 

 

 

 

 

 

Finance

 

 

·   Bank account details.

·   The processing is necessary for the purposes of the legitimate interests pursued by us.

 

·   To process a direct debit mandate

·   To Collect subscription payments and/or members draw subscriptions

·   To refund any overpayments where appropriate

·   To pay any monies won on the subscription draw

Correspondence

 

 

·   Personal information contained in any correspondence or records of communications between you and us.

·   The processing is necessary for the purposes of the legitimate interests pursued by us.

 

·   To respond to your correspondence, including, where appropriate, to take action based on your correspondence/communications; and

·   To evidence documentation that may be necessary for the purposes of exercising, or defending claims or establishing facts or events.

 

 

 

 

 

Individual casework

·   Any personal data provided in order to represent a member including supporting appendices.

·   The processing is necessary for the purposes of the legitimate interests pursued by us.

·   To allow us to represent a member.

 

·   The outcome of any disciplinary or grievance or other formal process, including any formal action up to and including dismissal.

·   The processing is necessary for the purposes of the legitimate interests pursued by us.

·  To ensure we can discuss outcomes with member

·  To ensure Advance can demonstrate we have represented and provided approraite information

·   

 

Litigation

·   Any personal data required for the purposes of bringing or defending legal claims.

·   The processing is necessary for the purposes of the legitimate interests pursued by us.

 

·  Any personal data required for the purposes of bringing or defending legal claims.

 

 

External Reporting

 

 

·   Details of your gender.

 

·   The processing is necessary for compliance with a legal obligation to which we are subject to

·   To allow completion of the AR21: Annual return for trade unions.

 

·   Details of your age, religion or belief, race, sexual orientation, marital status or disability, where provided by you.

 

·        The processing is necessary for the purposes of the legitimate interests pursued by us.

 

·   To allow the provision of data to the TUC.

Security

 

 

 

·   Usernames, passwords.

·   The processing is necessary for compliance with a legal obligation to which we are subject to.

 

·   To allow us to protect personal data and commercially sensitive/confidential information held by us.

 

·   Access logs.

·   The processing is necessary for the purposes of the legitimate interests pursued by us.

 

·  To allow us to confirm what documents or information you have accessed, for the purposes of allowing us to investigate any allegations of unauthorised access to records.

·  We are required to implement appropriate measures to protect the personal data we process..

 

 

 

·   Contents of emails; received.

·   Copies of correspondence sent.

·        The processing is necessary for the purposes of the legitimate interests pursued by us on behalf of our members

 

 

 

 

·        To allow us to investigate any complaints.

·        To allow us to investigate facts, and to bring or defend any legal claims.

 

 

 

 

 

 

 

 

4.4            Please note that where we have indicated in the table above that our processing of your personal data is either:

4.4.1           necessary for us to comply with a legal obligation; or

4.4.2           necessary for us to take steps, at your request, to  engage with your employer with your explicit consent;

and you choose not to provide the relevant personal data to us, we will not be able to  provide the relevant services of the union to you in the way you would normally expect.

5.              Who do we share your personal data with, and why

5.1            Sometimes we need to disclose your personal data to other people.

Outside the Advance union

5.2            From time to time we may ask third parties to carry out certain business functions for us, such as the provision of the Advance magazine and our IT support. These third parties will process your personal data on our behalf (as our processor). We will disclose your personal data to these parties, only where necessary, so that they can perform those functions. Before we disclose your personal data to other people, we will make sure that they have appropriate security standards in place to make sure your personal data is protected and we will enter into a written contract imposing appropriate security standards on them. Examples of these third party service providers include our IT systems software and maintenance, back up, and server hosting providers.

5.3            We have set out below a list of the categories of recipients with whom we may share your personal data, where it is necessary to do so:

o    Organisations providing goods and/or services on our behalf, including third party contractors. These may include organisations providing back-up storage services and other IT services;

o    Our Auditors;

o    Police and law enforcement;

o    Courts;

o    Legal Advisors;

o    Consultants and other professional advisors; and/or

o    Any other Third parties, where authorised or directed by you to do so.

o    Your employer

 

5.4            At all times we will comply with our obligations under applicable Data Protection Laws.

6.              Retention

6.1            Any personal data processed as part of your membership records will normally be held for a period of 7 years from the end of your membership with us, except where we are:-

o    legally required to retain the information for longer;

o    legally required to delete the information within a specified period of time; or

o    where the personal data is required in relation to any legal or other type of dispute, either with you or with a third party.

 

7.              Your rights

7.1            You have the right to request the following, in respect of the processing of any of your personal data:

o    access to your personal data;

o    have any incorrect personal data corrected or erased;

o    the restriction of the processing of your personal data whilst any request to have incorrect personal data corrected or erased is being considered;

o    to object to any processing of your personal data undertaken on either public interest or legitimate interest grounds;

o    a copy, provided in a structured, commonly used and machine readable format, of any personal data that you have provided us, where the information is processed on the basis of your consent or in the course of a contract between you and us.

 

7.2            Where we process your personal data solely on the basis of your consent, you are entitled to withdraw your consent at any point, in writing. If you chose to this, this means that we will be unable to further process your personal data for that purpose, but any processing undertaken prior to the withdrawal of your consent would still be deemed lawful.

7.3            However, we may not be able to comply with your requests, where the information falling within the scope of your request is exempt, due to the circumstances and/or purposes to which we are processing this information. If this is the case, we will respond to your request explaining the reasons why we are unable to comply with your request e.g. a legal obligation.

If you wish to exercise any of the above rights, or are dissatisfied or have any questions in relation to how Advance uses and/or process your personal data please contact info@advance-union.org

 

 

 

7.4            If you are dissatisfied with the outcome of your request or how we have processed your personal data, you are also entitled to lodge a complaint with the Information Commissioner’s Office, who can be contacted at:

telephone:      0303 123 1113 

email:            casework@ico.org.uk

post:              Information Commissioner’s Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

 

 

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