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AEP Privacy Policy

AEP Privacy Policy

AEP Privacy policy


AEP holds personal data about its members and registered users of its website. This data is used to process your membership/application for services, to provide you with information from the AEP, to enable us to carry out our membership and related activities and to provide us with management and statistical information.

Data protection notice

AEP collects and maintains personal information such as names, addresses, phone numbers and email addresses together with any other information contained in or relating to any communications that you send to us or send through our website so that it can carry out its functions as a trade union and professional association, provide membership and related services and comply with certain statutory obligations.  

AEP treats all personal information with the utmost confidentiality and with appropriate levels of security. By joining the AEP and/or registering for related services 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 and professional association activities relating to its running and the services it delivers. These include the maintenance of records, monitoring for equal opportunity purposes, assisting with employment disputes, professional misconduct allegations, the supply of the Association’s Journal, ballots, injury claims, clearing house duties for English universities, registration for and attendance on AEP courses, other services/benefits and to tell you about events and offers.  

All information (updated as appropriate) will be kept throughout the period of  membership/time as a registered user and for such reasonable period (and to the extent necessary) after membership / registration has expired as may be needed to enable the member/registered user to access any post-membership / registration benefits. We will also retain documents (including electronic documents) containing personal data:  

(a)        to the extent that we are required to do so by law; 

(b)        if we believe that the documents may be relevant to any ongoing or prospective legal proceedings; and 

(c)        in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).

Personal data will also be available where necessary to our employees, officers and officials and others including agents, contractors and other service providers who are associated with the union.  

Where AEP uses the services of these organisations, they are contractually obliged to process your data on behalf of the union as data processor and in a secure and confidential manner.  

All our website financial transactions are handled through our payment services provider, Sage Pay. You can review the provider's privacy policy at http://www.sagepay.co.uk/policies/privacy-policy. We will share information with our payment services provider only to the extent necessary for the purposes of processing payments you make via our website, refunding such payments and dealing with complaints and queries relating to such payments and refunds  

Under the Data Protection Act 1998 AEP members also have the right to ask for a copy of the information the AEP holds on them (following the receipt of sufficient evidence of your identity and the appropriate fee) and to request correction of any incorrect information held. Requests should be made in writing to the union's Data Protection Officer, Clare Corless at clare@aep.org.uk.  

Please note that this notice may be amended from time to time – we will bring any significant changes to your attention through the web-site.  

The AEP 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 & management information system, is encrypted and is protected.  

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

Your vote (AEP members only) 

The union 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 AEP Membership Records department, enquiries@aep.org.uk.

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