Privacy Policy

1. Who we are and how to contact us

Equality for Workers Union is responsible for the personal information it receives and uses to handle website enquiries. For privacy questions or to exercise your rights, contact us:

2. Information we may receive

• Enquiries: your name, email address, telephone number and information you choose to provide when contacting us.
• Technical information: the hosting service may process your IP address, browser and device information, requested pages and access times to deliver and protect the website.
• Third-party services: providers of linked services or embedded content may collect information when your browser connects to them, as described below.

The homepage links to our dedicated membership application page, described below. When Direct Debit setup is enabled, successful applicants are redirected to GoCardless-hosted pages to authorise a mandate.

3. How and why information is used

Information may be used to answer enquiries, provide requested information, manage our communications, maintain website security, and meet applicable legal obligations.

For ordinary enquiries and website security, the relevant lawful basis will generally be our legitimate interests in responding to people and operating a secure website. Where processing is necessary to take steps at your request before entering an agreement, or to perform an agreement, the relevant basis may be contract. Where a law requires processing, the basis is legal obligation. If we rely on consent for a particular optional activity, we will explain that activity and how you can withdraw consent.

4. Sensitive information and union services

Trade union membership and information such as health details are special category personal data and require additional protection. Please avoid sending unnecessary sensitive documents in an initial website enquiry. Contact us first to discuss an appropriate way to provide them.

If you apply for membership or request representation, ask for the privacy information relating to that service, including its purposes, lawful basis, additional condition for sensitive data, sharing arrangements and retention criteria. This website policy does not set out the full processing arrangements for membership or casework.

Membership applications on this website

When you use our local membership application form, EFWU collects your name, contact details, address and employment details to assess and administer your application and contact you about the next steps. Your title, National Insurance number, weekly hours, job title and workplace location are optional. You can leave optional identification information blank and discuss it with EFWU later. Do not include health information or casework documents in this form.

For application handling, the lawful basis is taking steps at your request before entering a membership agreement. We request your explicit consent to process information revealing trade union membership under the additional condition for sensitive personal data. The form records your consent, its date and the notice version. You may withdraw this consent by emailing info@efwu.org. Withdrawal does not affect earlier lawful processing and may prevent us from continuing an application; information may still need to be kept where a separate legal obligation or legal-claims condition applies.

Applications are encrypted before storage in EFWU's hosting database and are available to authorised administrators using a password-protected page. The hosting provider processes the stored information to operate the service. A necessary session cookie protects the form against forged submissions and manages admin access. Hashed connection-address counters limit repeated submissions and sign-in attempts; expired counters are periodically removed. These mechanisms are not used for marketing or advertising.

Applications are kept while they are being assessed and for necessary follow-up or legal record-keeping, then should be deleted under EFWU's retention arrangements. Ask info@efwu.org for the period relevant to your application or to request access, correction, withdrawal or deletion. Rights, international processing and complaints are explained elsewhere in this policy. Successful submission confirms receipt only and does not activate membership or collect a payment. When enabled, the next step redirects you to GoCardless to authorise a Direct Debit mandate. We store its provider ID, bank-facing reference, status and environment in your encrypted application record after server-side confirmation. Bank details are entered on GoCardless-hosted pages, not collected by this website. GoCardless processes information under its own privacy notice. When GoCardless confirms a live mandate is active, we automatically assign a membership number, record the joined date and set membership type to Active Member. Sandbox confirmations remain test records. Scheduled fee collections require separate arrangements. Imported Input records and their payment references are not automatically linked or activated by this process.

5. Cookies, embedded video and external links

The website uses Google Tag Manager (container GTM-TP9CBRDP) to load configured measurement tags. Your browser connects to Google when these scripts load. The information collected and any cookies or similar technologies used depend on the tags enabled in this container. Read Google's Privacy Policy. The website stores your selected light or dark theme in browser local storage so it persists between pages. This preference is not used for analytics or advertising. The hosting provider may also use technical mechanisms needed to deliver the website.

The homepage includes an embedded YouTube video. Your browser may connect to YouTube when the page loads, even if you do not play the video. Google/YouTube may receive technical information and may use cookies or similar technologies according to its settings and policies. Read Google's Privacy Policy. You can manage cookies in your browser, although blocking third-party content may prevent the video from working.

Membership applications are submitted on this website. When enabled, GoCardless provides the subsequent hosted Direct Debit authorisation page. The legacy Input registration system is separate. Translation sends you to Google Translate. Discount cards link to independent businesses. These services may collect information under their own privacy notices; review those notices before providing personal information. Using the copy-link button copies the current page address to your clipboard at your request.

6. Sharing information

Information may be accessible to authorised people handling your enquiry and to service providers needed to operate hosting and communications. It may also be disclosed where required by law or necessary to establish, exercise or defend legal claims. Enquiry information should be limited to what is necessary for the relevant purpose. Contact us if you need details of the providers or recipients relevant to your enquiry.

7. International processing

External providers, including Google/YouTube, may process information outside the UK. Their privacy notices explain their arrangements. For information about any overseas processing EFWU arranges for your enquiry, including applicable transfer safeguards, please contact us using the details above.

8. How long information is kept

Enquiry information should be kept only for as long as necessary to respond, manage follow-up correspondence and meet relevant legal or record-keeping requirements. The appropriate period depends on the nature of the enquiry, whether a matter remains ongoing, and any applicable limitation periods or statutory duties. Hosting and external providers may apply their own retention periods. Contact us for the retention information relevant to your circumstances.

9. Your data protection rights

Depending on the circumstances, you may have rights to access your personal information, correct inaccurate information, request deletion, restrict processing, object to processing, and obtain or transfer information in a portable format. Where processing relies on consent, you can withdraw that consent without affecting the lawfulness of earlier processing.

These rights are subject to legal conditions and exemptions. To make a request, email info@efwu.org. We may need information to confirm your identity. Requests are normally answered within one month, with extensions permitted in certain circumstances. See the ICO's information for the public for further guidance.

10. Security

No website or email service can guarantee complete security. Please only share information necessary for your enquiry and contact us promptly if you believe information you have sent has been compromised. For sensitive casework, ask us about an appropriate communication method.

11. Complaints

Please contact us first if you have concerns about how your information is used. You also have the right to complain to the UK's Information Commissioner's Office (ICO). Visit ico.org.uk/make-a-complaint for its current complaints process.

12. Changes to this policy

This policy may be updated when the website or its information-handling arrangements change. The date at the top indicates when it was last updated.