1. Who we are
WorkPOE is a set of tools (Engage, Organise, Prepare, Sites and IvyCRM) for campaigning groups, unions, co-operatives and other membership organisations. It is operated by [OPERATOR LEGAL NAME], [company number / registered address], registered with the UK Information Commissioner's Office under [ICO REGISTRATION NUMBER] ("WorkPOE", "we", "us").
You can contact us about anything in this notice at data@workpoe.com.
2. Two different roles
How we handle your information depends on how you meet WorkPOE.
- If you have a WorkPOE account, we are the controller of your account information. This notice covers that.
- If an organisation collects your details through WorkPOE, for example when you sign a petition, RSVP to an event, donate, answer a survey or are added to an organisation's contacts, that organisation is the controller and we are its processor. We handle that information only on the organisation's instructions and under a data processing agreement. The organisation's own privacy notice explains what it does with your information, and it is the first place to go to exercise your rights. We will help it respond, and we will pass on any request you send to us.
3. Special category information
Signing a petition, joining a campaigning organisation or attending a political event can reveal your political opinions, and some organisations record trade union membership. UK and EU data protection law treats this as special category data and gives it extra protection. Organisations using WorkPOE rely on either your explicit consent, given when you submit a form, or, for their own members and regular contacts, the condition for not-for-profit bodies with a political, philosophical, religious or trade union aim. They may not disclose this information outside the organisation without your consent.
We never sell personal data, never use it for advertising, and never combine data held for one organisation with data held for another.
4. What we collect about account holders
- Account details: name, email address, password (stored only as a salted hash), profile photo and profile fields you choose to fill in.
- Organisation membership: which organisations you belong to and your role in each.
- Security information: sign-in times, IP address, device and browser details, two-factor authentication settings, and audit logs of sensitive actions.
- Payments: if you pay or donate, Stripe processes your card details. We receive only a payment reference, amount, status and the last four digits of the card.
- Usage and error data: pages used and errors that occur, so we can keep the service working. Error reports are processed on our own servers and have cookies, request bodies and personal fields removed.
- Your content: anything you write or upload in WorkPOE, such as documents, messages and campaign pages.
5. Why we use it and our lawful basis
- Providing your account and the service you signed up for: contract.
- Keeping the service secure, preventing abuse and fixing faults: legitimate interests (a safe, working service).
- Service emails (confirmations, receipts, security alerts): contract.
- Product news, only if you opt in: consent, which you can withdraw at any time.
- Keeping financial records: legal obligation.
6. Who we share it with
We use a small number of service providers (sub-processors), each under a written contract:
- Hetzner Online (hosting, EU data centres) [VERIFY LOCATIONS]
- Backblaze (encrypted backups, EU region)
- Resend (sending email)
- Stripe (payments)
[VERIFY SUB-PROCESSOR LIST BEFORE PUBLICATION]
Where a provider processes data outside the UK or EEA, we rely on an adequacy decision or the UK International Data Transfer Addendum / EU Standard Contractual Clauses.
We share information with the organisations you belong to only as the service requires (for example, showing your name to other members). We disclose information to authorities only where the law requires it, and we will tell you unless the law forbids it.
7. How long we keep it
- Account information: while your account is open. When you delete your account, it is removed or irreversibly anonymised after a [30]-day grace period, during which you can change your mind.
- Backups: encrypted backups are kept for up to 14 days and then overwritten.
- Security logs: up to [12] months.
- Financial records: 6 years, as UK law requires.
Organisations set their own retention periods for the data they control.
8. Your rights
You have the right to access your information, to have it corrected, to have it erased, to restrict or object to its use, and to receive it in a portable format. You can download your data and delete your account yourself under Settings, Personal, Data and privacy. You can also email data@workpoe.com. We respond within one month.
If you are unhappy with how we handle your information, you can complain to the Information Commissioner's Office (ico.org.uk) or, in the EU, your local supervisory authority. We would appreciate the chance to put things right first.
9. Cookies
We use only the cookies needed to sign you in, keep your session secure and remember your cookie choices. We do not use advertising or cross-site tracking cookies.
10. Changes
When we make a significant change to this notice, we will tell account holders by email or in the app before it takes effect. The version you accepted is recorded with your account.