Privacy Statement

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Data protection notice - overview

Napo collects and maintains personal information so that it can carry out its functions as a trade union, provide membership services and comply with certain statutory obligations. 

Napo treats all personal information with the utmost confidentiality and with appropriate levels of security. By joining Napo you agree to our processing your personal information, including sensitive personal information, such as trade union membership, for the purposes outlined below. 

The personal data will be used for a range of union-based activities relating to its running. These include the maintenance of records, monitoring for equal opportunity purposes, assisting with employment disputes, ballots, injury claims and other services and benefits. 

All information (updated as appropriate) will be kept throughout an individual's time as a member and for such reasonable period (and to the extent necessary) after membership as may be needed to enable the member to access any post-membership benefits.

Personal data will also be available to our employees, officers and officials (both at head office and branch regional offices) and others including agents, contractors and other service providers who are associated with Napo. 

Where, very occasionally, Napo uses the services of these organisations, they are contractually obliged to process your data on behalf of Napo as data processor and in a secure and confidential manner under our strict instructions.  Napo liaises with its branches over their responsibilities and use of data (particularly sensitive data). 

Please note that this notice may be amended from time to time.

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Who do we collect data from

Napo collects and uses personal data from the following:

  • Employees, contractors and volunteers
  • Job applicants
  • Members
  • Officials and activists

Why we collect data

  • Employees, contractors and volunteers
    • To carry out the obligations under the contract of employment or other contract or agreement with the relevant individual.
    • To comply with legal obligations such as the deduction of tax at source
    • To manage the operation of Napo to achieve the objects of the constitution and in the best interests of the members.
  • Job applicants
    • Data is collected from job applicants to assist us in the selection procedure (including shortlisting and interviews).
    • Personal data (such as name, contact details and equal opportunities monitoring details), are separated from the job application form to preserve anonymity during the selection process.
  • Members
    • Data is collected from members as part of the agreement to join Napo and be a member in accordance with the constitution.
    • To comply with legal obligations such as the rules on ballots
    • To manage the operation of Napo to achieve the objects of the constitution and in the best interests of the members.
  • Officials and activists
    • In addition to the reasons given for collection of data from members, the operation of Napo and achievement of the objectives of the constitution, also included are committees, branch structures and other activities and organisation to further the aims of Napo.

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The data we collect

The data we collect is provided by the individuals and will include

  • Employees
    • Name, address, date of birth, contact details, banking details, emergency contact details, medical details.
  • Job applicants
    • Name, address, contact details, employment history, educational history, reference details, equal opportunities monitoring data
  • Contractors and volunteers
    • Name, address, contact details
  • Members, officials and activists
    • Name, address, date of birth, contact details, banking details, employment and workplace details, equal opportunities monitoring data

In the course of collective bargaining the employer may provide information about individuals for the purpose of collective bargaining on a confidential basis.  The information is used solely for the purpose of collective bargaianing.  In the course of representing members with individual grievances or disciplinaries or other similar procedures information may be provided to us by employers, witnesses or others for use in connection with the individual case.

We take the security of data seriously and all data we collect is stored and used within the European Union.

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Who we share data with

We may pass information to others for specific purposes.

  • Members, officials and activists
    • Subcontractors in respect of sending out occasional postal mailings
    • Electoral Reform Services in relation to ballots and elections
    • Employers in collective bargaining or other related activities or individual representation
    • Subcontractors in relation to processing direct debit subscriptions
  • Employees
    • Payroll subcontractors
    • HMRC
    • Office of National Statistics

Agreements are in place with subcontractors to make sure that data is kept secure and is only used for the purpose authorised in writing.

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How long do we keep data

We keep data for varying periods of time - depending on what the data is.

  • Employees
    • 6 years from termination of employment.
  • Job applicants
    • Data of unsuccessful job applicants is kept for 12 months
  • Contractors and volunteers
    • for as long as the contractor or volunteer is currently contracted
  • Members, officials and activists
    • All information (updated as appropriate) will be kept throughout an individual's time as a member and for such reasonable period (and to the extent necessary) after membership as may be needed to enable the member to access any post-membership benefits.  Typically this would be 10 years from the date of retirement.  This is to ensure that the members information is available should a pension dispute arise after retirement - the time limit on this being 10 years from the date of retirement.  When membership of Napo ceases membership will no longer be active and not available for access unless there is a specific written request from the member.

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Your rights

Anyone in respect of whom we hold personal data has the following rights:

  • Right of access to their data.
  • Right to rectify inaccurate or incomplete data (except in limited circumstances).
  • Right to request data is erased or removed (subject to certain exceptions).
  • Right, in certain circumstances, to request that the use of data is restricted.
  • Right to have electronic data held by us provided to you in a portable means.

We do not use any automated decision making or automatic profiling.  You have the right not to have this take place.

To request any of the above please contact the Data Protection Officer either by email at dpo@napo.org.uk or by post at:

Data Protection Officer
Napo
160 Falcon Road
London
SW11 2NY

Please note that requests must be made in writing and that no fees will be payable.

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Accessing your records online

Members can see most of their own data online through the Napo website without the need to make a specific data protection request. 

To do so, log-in to the Napo website and select the Edit Profile link at the top right of any page: this will open a new page and connect you to your records held on Sodalitas, our database.  

You will need to have registered on the website before being able to access your records.  Information given when registering for the website is used to authenticate your membership of Napo. 

Members can add or update some of their membership information directly via the website form.  If you supply information that we do not already hold, for example a national insurance number or an e-mail address, these will be stored in your membership records.  If you supply information that does not match that which we already hold, we will validate the new information and update your membership records.

Alternatively you can update your membership details by contacting the Napo membership department on 020 7223 4887 or by email at membership@napo.org.uk.

The Napo website takes every precaution to protect our members' information.  When personal and sensitive information is submitted via the website it is protected.  Such information between the website and our membership database is encrypted and is protected with the best encryption software in the industry - SSL.  While on the secure Edit Profile pages, the web address becomes preceded by “https” which indicates that that page is secure.  The Napo SSL License & Certificate is provided by GlobalSign.

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Website logs

The log files recording usage of the Napo website include IP (internet protocol) address, browser type, ISP (internet service provider), referring and exit pages, platform type, and a date & time stamp. 

These are used to analyse trends, administer the site, track user movements in the aggregate and to gather broad demographic information for aggregate use.  Data cannot be used to personally identify individual users. 

The Napo website contains links to other websites and Napo is not responsible for the content or the privacy policies of such other sites. 

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Cookies

A 'cookie' is a small file that a website transfers to your computer's hard disk, allowing our server to 'remember' specific information about your session. While visiting our website, you may encounter a page that employs cookies to make it easier to use the dynamic features of this page. The cookie and the information about your session will be destroyed automatically shortly after you close your browser; it is not permanently stored on your computer. You can set your browser to disable cookies or prompt you before a cookie is accepted. If you do not want to receive cookies, you will still be able to use our website. 

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Authorisation

We would like your permission to send you information and specific mailings from approved Napo providers.  You will have given or refused your consent on your original membership application form. 

You can change your decision at any time by informing Napo’s membership department – email membership@napo.org.uk or telephone 020 7223 4887.

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Your vote

Napo treats your home address as your ballot address for all legal purposes.  You can, however, nominate another address such as your workplace. 

The law requires that this be done in writing. So if you want to nominate your workplace, or another address, please do so, in writing, to the Napo Membership department, 160 Falcon Road, London, SW11 2NY.

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Questions and complaints

If you have any questions or complaints about the use or processing of your data contact the Data Protection Officer either by email at dpo@napo.org.uk or by post at:

Data Protection Officer
Napo
160 Falcon Road
London
SW11 2NY

You have the right to report any concern to the Information Commissioner, either online on the ICO website or by phone on 0303 123 1113.

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