Privacy notice for Voice members

 (GDPR compliant)

Privacy Notice

Voice is aware of its obligations under the General Data Protection Regulation (GDPR) and is committed to processing your data securely and transparently. This privacy notice sets out, in line with GDPR, the types of data that we hold on you as a member of Voice. It also sets out how we use that information, how long we keep it for and other relevant information about your data.

Data controller details

Voice is a data controller, meaning that it determines the processes to be used when using your personal data. Our contact details are as follows: Voice, 2 St James’ Court, Friar Gate, Derby DE1 1BT.

Data protection principles

In relation to your personal data, we will:

  • process it fairly, lawfully and in a clear, transparent way
  • collect your data only for reasons that we find proper for the course of your engagement in ways that have been explained to you
  • only use it in the way that we have told you about
  • ensure it is correct and up to date
  • keep your data for only as long as we need it 
  • process it in a way that ensures it will not be used for anything that you are not aware of or have consented to (as appropriate), lost or destroyed. 

Types of data we process

We hold many types of data about you, including:

  • your personal details including your name, address, date of birth, email address, phone numbers
  • gender 
  • marital status
  • bank details

How we collect your data

We collect data about you in a variety of ways and this will usually start when you take up union membership with us where we will collect the data from you directly, for example, your name, address and other personal details and bank details. Further information will be collected directly from you once your engagement begins, for example, greater detail about your workplace, if for example, you become a workplace representative; you become a Field Officer; you become a member of Council; or you require casework assistance. 

Personal data is kept on our Membership database and possibly with individual caseworkers or the union’s solicitor and IT systems.

Why we process your data

The law on data protection allows us to process your data for certain reasons only:

  • in order to perform the contract that we are party to
  • in order to carry out legally required duties
  • in order for us to carry out our legitimate interests
  • to protect your interests
  • where something is done in the public interest and
  • where we have obtained your consent.

All of the processing carried out by us falls into one of the permitted reasons. Generally, we will rely on the first three reasons set out above to process your data. For example, we need to collect your personal data in order to:

  • carry out the contract that we have entered into with you and 
  • ensure you receive all member benefits.

We also collect data so that we can carry out activities which are in the legitimate interests of Voice. We have set these out below:

  • making decisions about who to enter into a contract with
  • dealing with legal claims made against us
  • ensuring our administrative and IT systems are secure and robust against unauthorised access and
  • complying with our obligations under the Trade Union and Labour Relations (Consolidation) Act 1992 and any other legislation in force from time to time 

Special categories of data

Special categories of data are data relating to your: 

  • health
  • sex life
  • sexual orientation
  • race
  • ethnic origin
  • political opinion
  • religion
  • trade union membership 
  • genetic and biometric data.

We must process special categories of data in accordance with more stringent guidelines. Most commonly, we will process special categories of data when the following applies:

  • you have given explicit consent to the processing 
  • we must process the data in order to carry out our legal obligations 
  • we must process data for reasons of substantial public interest
  • you have already made the data public. 

We do not need your consent if we use special categories of personal data in order to carry out our legal obligations. However, we may ask for your consent to allow us to process certain particularly sensitive data. If this occurs, you will be made fully aware of the reasons for the processing. As with all cases of seeking consent from you, you will have full control over your decision to give or withhold consent and there will be no consequences where consent is withheld. Consent, once given, may be withdrawn at any time. There will be no consequences where consent is withdrawn.

Criminal conviction data

We will only collect criminal conviction data where it is appropriate and where the law permits us. This data will usually be collected where you require legal assistance under the provisions of your membership. 

If you do not provide your data to us

One of the reasons for processing your data is to allow us to carry out our duties in line with your membership with us. If you do not provide us with the data needed to do this, we will be unable to perform those duties e.g. ensuring you receive the full benefits derived from membership of Voice. We may also be prevented from confirming, or continuing with, your membership with us.

Sharing your data

Your data will be shared with employees at Voice where it is necessary for them to undertake their duties. This includes, for example, the membership department for the purpose of keeping your records up to date; or, legal and casework assistance should you need help with an issue at work.

We share your data with third parties in order to send you the quarterly magazine, Your Voice; and, to take up the benefits of Voice Rewards; or where your case is dealt with by our external solicitors either temporarily or for the duration of your case.

We do not share your data with bodies outside of the European Economic Area.

Protecting your data

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such. We have conducted data protection impact assessments (DPIA) on many of our processing activities and will conduct a DPIA on all new processing activities.

Where we share your data with third parties, we provide written instructions to them to ensure that your data are held securely and in line with GDPR requirements. Third parties must implement appropriate technical and organisational measures to ensure the security of your data.

How long we keep your data for

In line with data protection principles, we only keep your data for as long as we need it, which will be at least for the duration of your membership with us though in some cases we will keep your data for a period after your engagement has ended. Retention periods can vary depending on why we need your data but will generally be for seven years from the date of leaving membership or death of member.

Automated decision making

We do not conduct any automated decision-making activities.

Your rights in relation to your data

The law on data protection gives you certain rights in relation to the data we hold on you. These are:

  • the right to be informed. This means that we must tell you how we use your data, and this is the purpose of this privacy notice
  • the right of access. You have the right to access the data that we hold on you. To do so, you should make a subject access request. This needs to be in writing and addressed to the Data Protection Officer and specifying, in so far as is possible, what information you require, e.g. information held between certain dates; or alternatively relating to a particular issue e.g. casework assistance. 
  • the right for any inaccuracies to be corrected. If any data that we hold about you is incomplete or inaccurate, you are able to require us to correct it 
  • the right to have information deleted. If you would like us to stop processing your data, you have the right to ask us to delete it from our systems where you believe there is no reason for us to continue processing it
  • the right to restrict the processing of the data. For example, if you believe the data we hold is incorrect, we will stop processing the data (whilst still holding it) until we have ensured that the data is correct 
  • the right to portability. You may transfer the data that we hold on you for your own purposes
  • the right to object to the inclusion of any information. You have the right to object to the way we use your data where we are using it for our legitimate interests
  • the right to regulate any automated decision-making and profiling of personal data. You have a right not to be subject to automated decision making in way that adversely affects your legal rights. 

Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.

If you wish to exercise any of the rights explained above, please contact the Data Protection Officer at Voice, 2 St James’ Court, Friar Gate, Derby DE1 1BT.

Making a complaint

The supervisory authority in the UK for data protection matters is the Information Commissioner (ICO). If you think your data protection rights have been breached in any way by us, you are able to make a complaint to the ICO. Please note that the ICO require that you first raise the issue with the organisation about whom the complaint is made. 

Data Protection Officer

Voice’s Data Protection Officer is Catherine Scrivens. She can be contacted on 01332 372 337 or email Catherine or by post at Voice, 2 St James’ Court, Friar Gate, Derby DE1 1BT.

Cookies & Website Terms

Cookies

We collect information from all our visitors to the Voice the union Website through the use of cookies. Cookies automatically record website usage and information such as the time, date, IP address, HTTP status and bytes sent and received. We use this information to improve our online service and to make changes to the layout of the Voice the union Website and to the information on it, based on the way visitors move around it. We only use cookies to record visitors' use of the Voice the union Website on an anonymous basis (so that individuals are not identified).

The following table lists the use of cookies on the Voice the union Website:

Cookie Name

Purpose

More information

useTextOnly

This is used to store whether you are in textOnly mode or not.

Persistent for three months.

 

setString

This is used to store user preferences for viewing sites in textOnly mode e.g. font-size and colour. It’s only written on sites which use the text only option.

Persistent for one month.

 

AcceptCookies

This is used to store whether you have agreed to receive cookies.

Persistent for one year.

 

Google Analytics

_utma
_utmb
_utmc
_utmz

These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.

Click here for an overview of privacy at Google

SKSession

This cookie has two functions.

Firstly it serves as a session cookie for extranet users. Without this cookie, an extranet user will have to login to each individual page in the extranet.

it enables you to track the pages that a user visits while they navigate around your site.

 

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org. To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

What happens when you link to another site?

The Voice the union Website contains links to other websites which are outside of our control and are not covered by this Privacy Policy. If you access other sites using the links provided, the operators of these sites may collect information from you which will be used by them in accordance with their privacy policy, which may differ from ours. We do not accept any responsibility or liability for these policies. Please check these policies before submitting any personal information to these websites.

Internet-based transfers

Given that the Internet is a global environment, using the Internet to collect and process personal information necessarily involves the transmission of information on an international basis. Therefore, by browsing the Voice the union Website and communicating electronically with us, you acknowledge and agree to our processing of personal information in this way.

Unfortunately, the transmission of information via the internet is not completely secure.  Although we will do our best to protect your personal information, we cannot guarantee the security of your information transmitted to any website; any transmission is at your own risk.  Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Making a complaint

The supervisory authority in the UK for data protection matters is the Information Commissioner (ICO). If you think your data protection rights have been breached in any way by us, you are able to make a complaint to the ICO. Please note that the ICO require that you first raise the issue with the organisation about whom the complaint is made. 

Data Protection Officer

Voice’s Data Protection Officer is Catherine Scrivens. She can be contacted on 01332 372 337 or email Catherine or by post at Voice, 2 St James’ Court, Friar Gate, Derby DE1 1BT.