Privacy and Cookies Policy

UKPHD Union is committed to protecting and respecting your privacy. For the purposes of the General Data Protection Regulation (GDPR) and any subsequent UK legislation covering data protection, the Data Controller of your personal data is UK Private Hire Drivers Union. This policy sets out how we collect and use personal data about you, in accordance with the Data Protection Act (DPA) and the General Data Protection Regulation (GDPR). This Policy may change from time to time and, if so, we will advertise any significant changes on our website or contact you directly with the information.

The type of personal information we collect
When you become a member of our union, we collect and process information which you consent to give us. The information we hold about you will relate to your membership and any interactions you may have with us after joining the union. The information we hold may include:
• your personal details (such as your name and/or address)
• details of the services you have received from us when making representations on your behalf or other work related activity
• our correspondence and communications with you

Cookies
As is common practice with almost all professional websites this site uses cookies, which are tiny files that are downloaded to your computer. For more information about cookies, you may wish to visit www.aboutcookies.org.
You can restrict or block cookies by adjusting the settings on your browser (see your browser Help for how to do this). Please be aware that disabling cookies will affect the functionality and features of this website and many other websites that you visit. The cookies we set can be found in Appendix 1 at the back of this policy.

How we use your information
We will use your personal information in a number of ways which reflects the work we carry out for you and the legal basis applying to processing of your data. We process your data for the following purposes:
• For the administration of membership records
• To process payment of your union subscription
• To conduct elections and ballots for union officers
• Share news and updates on union activities
• Offer any support, assistance and advice you may need
• To inform you about any changes to services or benefits we offer
• For any other trade union related activities contained in our Rule Book

Our legal basis for processing your information
Under the General Data Protection Regulation, the lawful bases we rely on for processing your information is:
• Your consent. You are able to remove your consent at any time. You can do this by contacting us at office@ukphd.org
• We have a legitimate interest as set out in our Rule Book

How we store your personal information
Your information is securely stored via cloud services.

How long we keep your information for
We will hold your personal information for as long as it is necessary for the relevant activity. When assessing what retention period is appropriate for your personal data, we take into consideration:
• the requirements of our organisation and the service we provide
• any statutory or legal obligations
• the purposes for which we originally collected the personal data
• the lawful grounds on which we based our processing
• the types of personal data we have collected
• the amount and categories of your personal data
• whether the purpose of the processing could reasonably be fulfilled by other means

Who has access to your information?
• Appropriate staff
• Third parties who provide services for us, for example to process membership payments. We select our third party service providers with care and their activities may include:
– Processing subscription payments
– Membership administration 
– Email services o Website services 
– Printing and processing of materials we may send to you on occasion for example ballot papers, membership cards and campaign materials

Your data protection rights
Under data protection law, you have rights including:
• The right to ask us for copies of your personal information
• The right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• The right to ask us to erase your personal information in certain circumstances
• The right to ask us to restrict or object to the processing of your personal information in certain circumstances
• The right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances

If you have any concerns about our use of your personal information, you can make a complaint to us at office@ukphd.org.

You can also complain to the Information Commissioner’s Office if you are unhappy with how we have used your data. Further details about how to complain can be found at:

https://ico.org.uk/make-a-complaint/
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk

Appendix 1
The cookies we set are:
• Joining related cookies

If you join us, we will use cookies for the management of the signup process and general administration. These cookies will usually be deleted when you log out however in some cases, they may remain afterwards to remember your site preferences when logged out.

• Email newsletters related cookies

This site offers newsletter or email subscription services and cookies may be used to remember if you are already registered and whether to show certain notifications which might only be valid to subscribed/unsubscribed users.

• Forms related cookies

When you submit data through a form such as those found on contact pages or comment forms cookies may be set to remember your user details for future correspondence.

Third Party Cookies
In some cases we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through this site.
• This site uses Google Analytics for helping us to understand how you use the site. These cookies may track things such as how long you spend on the site and the pages that you visit so we can so we can understand activity on this website.

For more information on Google Analytics cookies, see the official Google Analytics web page.

Reviewed October 2022