PRIVACY POLICY

Last Updated: October 2025

1. Introduction

[Your EMS Union Name] (“we,” “us,” or “our”) values and respects the privacy of our members, partners, and website visitors.

This Privacy Policy describes how we collect, use, and protect personal information when you interact with our union, including through our website, membership systems, events, or SMS/text message communications.

By engaging with our Services, you consent to the terms described in this Privacy Policy.

2. Information We Collect

We may collect the following categories of information from members, affiliates, and visitors:

a. Personal and Contact Information

Name, address, email, phone number, and union membership ID
Employment information (such as agency, department, or local chapter affiliation)

b. Membership and Administrative Information

Dues payment details (not full credit card or banking data unless processed securely through a third-party payment processor)
Event registrations, election participation, or committee involvement
Communications preferences and opt-in status

c. SMS and Communication Data

Mobile number, opt-in status, and delivery/response data for SMS messages
Email interaction data (e.g., open or engagement tracking for newsletters)

d. Automatically Collected Information

IP address, browser type, and pages visited on our website
Technical data used to improve site performance and security

We do not knowingly collect sensitive personal information unless it is voluntarily provided and necessary for official union business.

3. How We Use Your Information

We use the information we collect for legitimate union purposes, including:

Managing and verifying union membership
Communicating important union updates, elections, and negotiations
Providing access to member benefits, training, and educational resources
Organizing meetings, events, and advocacy campaigns
Sending authorized text messages or emails
Maintaining compliance with union bylaws and labor laws
Improving website functionality and member engagement tools

We will never sell or rent your personal information.

4. SMS/Text Messaging Policy

By providing your mobile number and opting in, you consent to receive text messages from [Your EMS Union Name] related to union business and member services, including:

Union news, voting reminders, and updates
Event notifications or training opportunities
Emergency alerts or labor action notices

Message frequency varies. Message and data rates may apply.
You may opt out at any time by replying STOP. For help, reply HELP or contact us at [support email or phone number].

Your mobile number will never be shared or sold to third parties for marketing purposes.

5. How We Share Information

We may share limited member information with:

Authorized Union Representatives: Local officers, stewards, or delegates for official union business.
Vendors and Service Providers: Technology and communication partners who support our website, email, and SMS systems — all under strict confidentiality agreements.
Regulatory or Legal Entities: When required by law or to comply with labor regulations.

We do not share information for commercial or advertising purposes.

6. Data Retention and Security

We retain information only as long as necessary to fulfill union obligations, maintain accurate records, and comply with applicable laws.

We use administrative, technical, and physical safeguards to protect your data, including:

Secure, encrypted systems for communications and storage
Access limited to authorized personnel
Regular system monitoring and updates

While we take every reasonable step to protect your data, no system can guarantee absolute security.

7. Your Rights and Choices

You have the right to:

Access, review, or correct your personal information
Request deletion or removal of outdated data (where legally allowed)
Opt out of SMS or email communications at any time
Request details on how your information is used or shared

To exercise your rights, contact us at [privacy email] or by mail at the address below.
We may verify your identity before fulfilling certain requests.

8. Cookies and Website Tracking

Our website may use cookies and analytics tools to improve functionality and user experience.
You can manage or disable cookies through your browser settings, though some site features may not function properly without them.

9. Updates to This Policy

We may revise this Privacy Policy periodically to reflect changes in our practices, union operations, or legal obligations.
Any updates will be posted on this page with the revised “Last Updated” date.

10. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:

📧 Email: [Privacy or Member Services Email]
📞 Phone: [Union Office Number]
📍 Address: [Union Office Address]
👤 Privacy Officer or Designee: [Name or Title, optional]

11. Consent

By using our website, signing up for membership, or opting in to communications, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.

Would you like me to:

Format this Privacy Policy and your EMS Union Terms of Use into matching branded PDFs (for your website and member onboarding packets)?
Or generate both as HTML code ready to embed on your website (with consistent section styling and mobile formatting)?