GDPR Data processing modelEmployee Representative Mandates Management

PrivateHuman resourcesPublicMost common processing activities

Processing of employee representative and trade union membership data in order to manage mandates, monitor their duration, and administer related entitlements (e.g. leave, delegation time).

Purposes (2)

A purpose is the objective pursued by the setting up of your file. It indicates what the processing of personal data will be used for, its purpose. This purpose must be clear and understandable

Managing employee representative mandates

Legitimate interest

Art. 6(1)(f) UK GDPR: Legitimate interests of the employer to organise and administer representation structures.

Managing employee representative mandates

Other

Art. 9(2)(d): Processing by a trade union or association in the course of its legitimate activities, or Art. 9(2)(b) where linked to legal obligations under UK employment law (e.g., TULRCA 1992, Employment Rights Act 1996).

Data categories (2)

Personal data is any information relating to an identified or identifiable natural person. A natural person can be identified either directly (eg surname and first name) or indirectly (eg phone number, social security number, email or postal address, but also voice or image)

Nature of mandate and union membership

Data details

FirstName

required

Last name

required

trade union membershiprequiredsensitive data

Nature of mandaterequiredsensitive data

Data conservation rules

Active base:

Until 6 months after mandate ends

reasonable to complete administrative close-out.

Intermediate archiving:

Up to 6 years

Aligns with the limitation period for employment-related claims under the Limitation Act 1980 and statutory record-keeping requirements.

Destruction

Special hardship entitlements (leave/delegation)

Data details

Operational reserve participationoptional

Data relating to the exercise of an elective or representative trade union mandateoptionalsensitive data

Data conservation rules

Active base:

Active for the period of entitlement

Intermediate archiving:

Intermediate: 6 years post-entitlement (covering claims periods).

Destruction

Data subject (1)

A data subject is any person whose data is collected, retained or processed by the data processing. e.g. In a recruitement process, any candidate for a position proposed in recruitement management process

Employee representatives

Created at:07/08/2023

Updated on:08/01/2025

Nb using:14