Our registered address is: NEU, Hamilton House, Mabledon Place, London WC1H 9BD.
This privacy notice was updated in May 2018 and explains what to expect when the NEU collects and processes your personal and sensitive data. This privacy statement will be updated at intervals to ensure compliance with legislations such as the EU General Data Protection Regulation 2016 (GDPR).
The NEU complies with its obligation under relevant legislations by keeping personal data up to date; by secure storage and destruction; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal and sensitive data.
Use of personal information
Your membership agreement with the Union means that we are authorised to process data that is legally regarded as ‘sensitive’ – such as Union membership itself. Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it.
The lawful basis for NEU processing your data is that it is necessary for the purposes of our legitimate activities of a trade union.
We collect and use your data to deliver services and support to you; to manage those services and membership benefits we provide to you as set out in our recruitment literature and website; to manage your membership, including subscription administration; and to develop and assist with a range of Union-based activities related to the running of the NEU.
Your data is used for the following purposes: processing your subscription payments, maintenance of records, implementing the Union’s policies, assisting with employment disputes, sending you statutory communications, ensuring you can vote in elections and ballots, group insurance claims, injury claims and casework. It also includes communication regarding continuous professional development(CPD), activities in relation to negotiation, representation, the internal democracy of the NEU, and the statistical profiling of sensitive data; other benefits for members, dependants and supporters are included and covered in our notification to the Information Commissioner (ICO).
Equalities data: While it is not a requirement of membership that such information be provided, it enables the NEU to provide members sharing equality characteristics with information that may be of interest, including for the purposes of elections to the NEU’s Executive.
Access to information held in respect of ethnic origin, disability, sexual orientation or transgender status is restricted and will remain confidential on NEU files for monitoring and other relevant and appropriate purposes.
Your personal data: We are committed to protecting the data you have provided and respecting your rights and privacy in line with current legislations. Subject to appropriate internal authorisations, some of your data will be available to NEU employees, constituent associations, branch officers, workplace representatives and others formally instructed by the NEU for the purposes of carrying out trade union duties as necessary for the performance of our contract with you.
Sharing your data with third parties
Some of your information will be made available to other organisations associated with the NEU, including agents, contractors and other service providers not inviting commercial dealings with you.
Your data may be shared with NEU authorised mailing houses for publication order fulfillment and to send you membership communication such as subscription notices.
Where the NEU uses the services of such organisations they are contractually obliged to process your data in a secure and confidential manner under our strict instructions, and in line with current legislations. The type of data shared will be relevant to the purpose for which the data is used and is subject to additional security measures including password protection and encryption.
Marketing communication: We may also use your data for marketing purposes in respect of services offered to you by NEU-endorsed partners, (see https://neu.org.uk/why-join) which may include contacting you by email, telephone and post. You can withdraw your consent to receiving direct marketing communications and notifications from us at any time by emailing firstname.lastname@example.org or clicking unsubscribe in the email link.
Surveys and research: We may use the contact information you have provided to ask you to take part in surveys or focus groups to help the NEU achieve its constitutional purposes.
We typically use global surveying platforms such as Survey Monkey and Survey Gizmo.
We may also share the results of surveys or focus groups you participate in to further the legitimate interests of members. Such data is anonymised to ensure individual members cannot be identified.
Statutory obligations – ballots and elections: Legislations requires that ballots are administered by an independent scrutineer. The NEU employs the Electoral Reforms Service (ERS) and Popularis to despatch ballot papers, and process returned papers. We therefore provide the independent scrutineer with personal data including your name and address to enable them to do this.
We are legally obliged to inform the employer about any members who will be taking industrial action. By law this is limited to the number of employees taking action. We will not provide the employer with names and contact details.
We will disclose your personal information to third parties if we are under a duty to disclose or share your personal data to comply with any legal or regulatory obligation or request.
Legal and employment rights services: We collect and store information when you contact our specialist advisory teams, legal and employment rights teams, national or regional representatives by telephone, email or post.
Such information is subject to restricted access and is kept in secure ‘casework files’. When providing legal support, we may be required to share relevant information with appointed legal counsels, the employer, ACAS, and the relevant tribunal or court. Data sharing is subject to additional security measures including password protection and encryption.
Courses and events: We collect your contact details to record course attendance, and completed online assessments. We also collect equality and diversity data from course attendees in an anonymized form.
We may share delegate names and relevant information to events venues for health and safety, dietary or access reasons.
Statistical/aggregated equality and diversity data and information on training courses attended is supplied to Union Learn and other third parties in an anonymised form. These statistics are shared to allow the funding organisations to evaluate funding reach.
We will always seek your consent before sharing your contact details with anyone else, including learning providers that run online courses for us.
Promotions/prize draws – We may use your personal data to contact you for the specified purpose, and seek your consent for any post-promotion processing.
Data Retention – We will only keep your personal data for as long as is necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, auditing, or reporting requirements.
At the end of the retention period, data that is required for research or statistical purposes, will either be archived to restrict access or anonymised so that it can no longer be associated with you.
Membership correspondence – The use of personal data for the purposes of membership correspondence relating to a member’s membership record and subscriptions is limited to ensure that only relevant data for the correspondence is used.
We retain Membership data for the duration of your membership. If membership is ceased, a subset of your membership record will be archived ‘beyond use’ and will not be included in any processing resulting in decisions about you, save being used to identify you resuming membership.
A subset of your membership details may be kept for a minimum period after death allowing your family members unencumbered access to the union’s benevolent fund, a discretionary benefit of the Union.
Casework – The data is retained for a maximum of 7 years but a minimum of 5 after the closure of the case. Casefiles are retained should there be a legal claim or complaint.
Adjustment of casefile retention periods – e-mails only
The union needs to adjust its retention period for any e-mail exchange related to NUT section member casework between January 2014 to September 2017. These e-mails may not be available in a subject access request made after 31st January 2019.
The e-mails in question may be inaccessible to the union in a format suitable for a SAR. The union has assurances that these e-mails will be destroyed if they prove to be inaccessible.
Relevant casework information received in e-mails during this time would have been extracted and saved to the case file at the time. The change in retention affects the associated correspondence exchange and how the data arrived at the union.
The GDPR sets out a number of rights that you as a member have over your data and your privacy. Below is a brief overview as they relate to your membership and interaction with the Union. We will need to verify your identity before we are able to fulfil each right request.
Right to be informed – We must inform you about our collection and use of your personal data and we do this through our privacy notice as well as at the point of collection.
Right of access – You have the right to access your personal data that we hold about you. If you prefer you can make a subject access request (SAR) for all or parts of your data. The Union will respond to your subject access request within 30 days, in line with relevant legislation. To request a copy of the data we hold about you, please send your request to the Data Protection Officer at the above address, and include the following information: your NEU membership number (if known), your full name and address, and a description of the data required, including the date range.
Right to erasure (also known as right to be forgotten) - You have the right to request deletion of all or some of the data we hold on you where it is no longer necessary for the data controller to retain such data. We will always seek to comply with your request, unless we are required to retain data for legal, accounting, or reporting requirements. However, where appropriate, data will be anonymised.
Right to rectification – You have the right to request that we correct any personal data if it is found to be inaccurate. You can do this by contacting email@example.com.
Right to restrict processing – Where there is a dispute in relation to the accuracy or processing of your personal data, you have the right to request a restriction is placed on further processing of your data; This right is not absolute and is subject to our review of your request as well as assessing if it is feasible for us to comply.
Right to data portability – If you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can request a copy of that personal data to transfer to another data controller where technically feasible.
Right to object – You have the right to request we stop processing (using) your data for certain purposes. These include direct e-mail marketing or activities based on consent.
Rights in relation to automated decision making and profiling – GDPR include additional safeguards applicable to organisations using data collected to create profiles that may be used for decision-making. Profiling that might have a legal or other significant effect on you, we need to get your permission first.
The Union does not engage in any automated processing, profiling or automated decision making.
Monitoring – We monitor all emails sent to us for viruses and malicous software. In order to make sure we follow your instructions correctly and to improve our service to you through proper training of our staff, we may monitor or record communications.
Transfers overseas – It may sometimes be necessary to transfer personal information outside the EEA. Any transfers made will be in full compliance with all aspects of data protection legislations.
The NEU is committed to upholding your rights as a data subject. If you have any concerns with our processing of your data, please email firstname.lastname@example.org or write to the Data Protection Officer, Kathy Monah at the above address.
You also have the right to complain to the Information Commissioner’s Office (ICO) who may be contacted at https://ico.org.uk