Privacy Policy and Data Protection Notice

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Napo holds personal data about its members. This data is used to

  • process your membership
  • provide you with information from Napo
  • enable us to carry out our membership activities
  • provide us with management and statistical information.

Included on this page

  • data protection notice
  • accessing your records online
  • website logs
  • cookies
  • authorisation
  • your vote

Data protection notice

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 will also be liaising with its branches over their responsibilities and use of data (particularly sensitive data). 

Under the Data Protection Act 1998 Napo members also have the right to ask for a copy of the information that Napo holds on them and to request correction of any incorrect information held.

Requests should be made in writing to Napo’s data protection officer at:

Data Protection Officer
160 Falcon Road
SW11 2NY

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

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

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.

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. 


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. 


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 or telephone 020 7223 4887.

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.