Privacy Policy

Who we are

This Privacy Policy applies to My Local (the “Local”, “we”, “us”, or “our”) — a labour union local that operates this public website and secure member portal. The Local is responsible for personal information collected through these services, except where a trusted service provider processes data on our behalf under contract.

Scope

This policy covers information we collect when you visit public pages, sign in to the member portal, register for events, cast ballots, update My Account, or contact us through authorized channels. It does not replace collective agreements, the Local’s constitution or bylaws, or separate notices we may provide for specific programs.

Information we collect

Depending on how you use the portal, we may collect:

• Membership information — name, contact details, workplace, job classification, bargaining unit, membership status, and dues-related records needed for union administration.
• Account credentials — login email and authentication data. Passwords are stored using industry-standard hashing; we do not store plain-text passwords.
• Portal activity — event RSVPs, poll participation, pages viewed, and information you submit through authorized forms (for example, grievance intake or case references).
• Communications — messages you send to the union office through portal or email channels, and notices we send to you about bargaining, meetings, safety, or membership.
• Technical information — IP address, browser type, device identifiers, and server logs used for security, fraud prevention, and troubleshooting.

Why we use your information

We use personal information to:

• operate the website and member portal;
• verify membership and manage portal accounts;
• communicate news, events, notices, and official union business;
• administer elections, ratification votes, and other member ballots;
• process grievances, cases, steward referrals, and related union representation;
• meet legal, regulatory, and record-keeping obligations; and
• protect the security and integrity of our systems and members.

We do not sell or rent member personal information to advertisers, data brokers, or marketing lists.

Legal basis (Canada)

We collect, use, and disclose personal information in accordance with applicable Canadian privacy law, including the Personal Information Protection and Electronic Documents Act (PIPEDA) where it applies, and substantially similar provincial privacy legislation where the Local is subject to it (for example, in Alberta, British Columbia, or Quebec). We rely on your consent where required, and otherwise on purposes a reasonable person would consider appropriate in the circumstances — principally union administration, representation of members, and compliance with law.

Who we share information with

Access is limited to people and organizations that need the information to perform their duties, including:

• elected officers, authorized union staff, and stewards acting in their official capacity;
• parent unions, federations, or affiliates when sharing is required for affiliation, per capita reporting, or coordinated bargaining — only as permitted by our constitution and applicable agreements;
• service providers who host, secure, email, or support this portal under contracts that require them to protect your information and use it only for our instructions; and
• regulators, courts, or other parties when required by law or to establish, exercise, or defend legal claims, or to protect a person’s vital interests.

Storage & cross-border processing

We aim to store and process member data in Canada. If information is processed outside Canada (for example, through cloud hosting or email delivery), we take reasonable steps to ensure comparable protection through contractual and organizational safeguards. Contact us if you need details about where your information is stored.

Retention

We retain records for as long as needed for union administration, bargaining, elections, grievances, financial and tax obligations, and other legal requirements. When information is no longer required, we delete, anonymize, or securely archive it in accordance with our records policy.

Security

We use reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of member information. No online system is completely secure. If you believe your account or personal information has been compromised, contact the union office promptly.

Your privacy rights

Subject to applicable law, you may:

• request access to personal information we hold about you;
• request correction of inaccurate or incomplete information;
• withdraw consent where processing is based on consent, subject to legal or contractual restrictions; and
• challenge our compliance with applicable privacy law.

To make a request, contact the union office using the details in the site footer. We may need to verify your identity before responding. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada or your provincial privacy commissioner, as applicable.

Email & essential notices

You may opt out of non-essential promotional or informational email where the law and our constitution allow. We may still send essential notices about membership status, bargaining, workplace safety, legal deadlines, or other matters where communication is required for union business or legal compliance.

Cookies & similar technologies

We use cookies and similar technologies necessary for login sessions, security, and basic site functionality. We do not use third-party advertising cookies on the member portal. You can control cookies through your browser settings; disabling essential cookies may limit portal functionality.

Changes to this policy

We may update this Privacy Policy from time to time. The effective date at the top of this page will change when we do. Material changes will be posted on this website; continued use of the portal after an update means you accept the revised policy, subject to your rights under applicable law.

Contact

Questions about this Privacy Policy or a privacy request: contact the union office using the details in the site footer. For privacy-specific inquiries, email the Local’s privacy contact (add your address in Website Settings or replace this sentence with a direct email link before going live).

Before you go live: Confirm your Local’s legal name, province or territory, privacy contact email, parent-union data-sharing practices, and where member data is hosted. Have this policy reviewed by qualified counsel for your jurisdiction. UnionForce provides this baseline to help locals launch quickly; it is not legal advice.