Policies and plans
Equality and privacy policy of the promotion
Efling's equality plan
Equal pay certification
The Efling union office received equal pay certification from BSI in Iceland on March 10, 2023, to the Equal Pay Standard ÍST 85, which was confirmed by the Icelandic Equal Pay Agency on March 15, 2023. The equal pay certification confirms that a process has been established that ensures that procedures and decisions in salary matters do not involve gender discrimination. The aim of equal pay certification is to work against the gender pay gap and promote gender equality in the labor market.
The equal pay certification is valid from 2023-2026.
Efling's Equality Plan 2022 – 2025
The goal of the Efling union office's equality plan is to ensure gender equality and that everyone has equal opportunities to utilize their workforce regardless of gender. It is important that managers and employees are aware of the importance of equality in daily work, in policymaking and in all decision-making. Efling office staff have a shared responsibility to ensure equality.
The equality plan is based on Act No. 150/2020 on equal status and equal rights for the sexes.
The equality plan of the Efling union office applies to all employees and aims to make Efling
a desirable workplace where equality and non-discrimination prevail. The equality plan is presented
to the public on Efling's website.
Equal pay
Efling's employees receive the same remuneration for comparable or equally valuable work, cf. Article 6 of the Equality Act.
The criteria used as the basis for salary decisions do not include gender discrimination.
| The goal of an equal pay system | Action | Action | Time frame |
|---|---|---|---|
| That there is no unexplained wage gap | Implement the goals of the equal pay policy and maintain equal pay certification according to the equal pay standard ÍST85:2012. | Executive Director and Operations Manager. | Annually before the general meeting |
| Conduct a statistical assessment and analysis of gender differences in salaries and other benefits for employees. Present the results to employees. | Executive Director and Operations Manager. | Annually before the general meeting | |
| If an audit reveals a gender gap in wages or other benefits, senior management will introduce corrective measures. | Executive Director and Operations Manager. | Within 3 months if the difference is greater than 3%, otherwise within a year. |
Recruitment, training and education
Vacancies at Eflinga shall be open equally to men, women and people with gender-neutral registration
National Register, cf. Paragraph 1, Article 12 of the Equality Act.
Managers work systematically to ensure that the gender ratio is as equal as possible within work groups and work units.
Equality considerations are valued equally with other important considerations that govern recruitment and
It must be ensured that everyone is on an equal footing with regard to career advancement, training, education and
task assignment.
| The goal of an equal pay system | Action | Action | Time frame |
|---|---|---|---|
| A gender-mixed workplace. | All jobs are advertised without gender discrimination and all genders are encouraged to apply. If two equally qualified applicants apply for a position, the person of the minority gender in that job will generally be given priority. | Chief Operating Officer and CEO. | When jobs are available, when advertising and when hiring takes place. |
| Promoting diversity in the workplace. | Hiring staff with knowledge of foreign languages and cultures. | Chief Operating Officer and CEO. | When jobs are available and when hiring takes place. |
| Equal opportunities for training and education. | Maintain a gender-disaggregated overview of staff participation in courses, conferences and other continuing education. Results are presented to all staff | Senior management and executives. | Annually before the general meeting. |
Reconciling family and work life
Employees are enabled to reconcile their work duties and responsibilities towards their family, regardless of gender, cf.
Article 13 of the Equality Act, such as flexible working hours, part-time work or other
work optimization, as feasible and necessary. Employees shall have the flexibility to
take care of their family.
Everyone should be made easy to return to work after maternity and parental leave or from leave from work
due to unavoidable family circumstances. In addition, such circumstances shall not have a negative impact on
influence decisions about the person's career advancement.
| The goal of an equal pay system | Action | Action | Time frame |
|---|---|---|---|
| Reconciliation of family and work life. | Introduce employees to the working hours structure and the structured flexibility that is available. | Field managers. | Introduced when hiring staff. Staff and department managers have access to Tímon – a time management system. Time records are reviewed and confirmed at the end of each month. |
| Parent-friendly work environment | Everyone is encouraged to take advantage of their rights to maternity and parental leave and leave due to children's illness. | Department managers and operations manager. | Conversations taken when incidents arise. |
| Keep staff overtime within reasonable limits and eliminate gender differences in overtime. | Maintain a gender-disaggregated overview of the number of overtime hours and present the results to all employees. Respond by reorganizing tasks or other work optimization if necessary. | Executive Director and Operations Manager. | For the annual general meeting. |
Bullying, gender-based harassment, sexual harassment and gender-based violence
Managers and supervisors have a duty to create working conditions that are free from harassment, gender-based
violence, gender-based or sexual harassment in the workplace. They have a duty to address the issues and
follow Efling's policies and procedures. Suggestions and complaints in this regard should be taken seriously and investigated
all.
All employees have the right to be treated with respect. Harassment, gender-based violence, gender-based
or sexual harassment is not tolerated. If an employee believes that they are being subjected to the above, they should
immediately turn to their immediate superior, operations manager or CEO and inform them
obligation to work according to published procedures. The same applies if an employee is aware of a suspicion of such
behavior towards their colleagues.
EKKO's action plan is to ensure a healthy and safe working environment through a communication charter
The plan covers communication between Efling union staff and others who
it interacts with in connection with its work. Organized events or meetings outside
the workplace also fall under this category.
It is the responsibility of managers and employees to prevent and respond to such behavior and
The action plan is set in accordance with Regulation No. 1009/2015 and Efling's equality plan
union.
Prevention is in the hands of managers and employees, and they must create a positive culture in
the workplace, where people feel comfortable and mutual respect prevails and open communication is encouraged and
constructive criticism. Problems, conflicts and
communication problems in the workplace. Managers are offered training in resolving
communication problems.
Staff must be made aware that bullying, sexual and gender-based harassment and violence are prohibited and that
Everyone has a duty to work against such conduct. All employees should be informed of a plan of action against
EKKO. The plan should be regularly reviewed at staff meetings.
The CEO ensures that regular risk assessments are carried out in the workplace regarding measures against EKKO
according to Article 4 of Regulation No. 1009/2015. Also, that a plan for health protection and prevention be prepared in
accordance with the results of the assessment, also that a reassessment is carried out after improvements have been made.
| Definitions | |
|---|---|
| Bullying | Bullying is repeated behavior that is generally intended to cause distress to the person being bullied, such as belittling, insulting, hurting, threatening, or causing fear. It does not include differences of opinion or differences of interest. |
| Workplace bullying | Frequent and negative actions taken by one or more individuals against a colleague who is having difficulty defending themselves. These actions cause the person being bullied great distress and undermine their self-confidence. |
| Gender-based violence | Gender-based violence that results in, or is likely to result in, physical, sexual or psychological harm or suffering to the victim, including threats of such acts, coercion or arbitrary deprivation of liberty, whether occurring in private life or in public. |
| Gender-based harassment | Conduct related to the gender of the person being subjected to it and which has the purpose or effect of violating the dignity of the person and creating an intimidating, hostile, degrading, humiliating or offensive environment for the person. |
| Sexual harassment | Any sexual conduct that has the purpose or effect of violating the dignity of the person being subjected to it, especially when the conduct results in a threatening, hostile, degrading, humiliating or offensive situation. The conduct may be verbal, symbolic and/or physical. |
| Violence | Any conduct that results in, or is likely to result in, physical or psychological harm or suffering to the person subjected to it, including threats of such harm, coercion or arbitrary deprivation of liberty. |
| Tolerant | Anyone who believes they are being subjected to bullying, sexual harassment, gender-based harassment, violence or inappropriate conduct. |
| Doer | The person to whom a complaint of bullying, sexual harassment, gender-based harassment, violence or inappropriate conduct is directed. |
Follow-up and review
An equality plan is drawn up for three years at a time. A year before the equality plan expires, a review shall be initiated
revision with the aim of having a new plan ready when the previous plan expires. The next
The review should therefore begin in 2024.
Efling's Privacy Policy
1. General
Efling stéttarfélagið (hereinafter "Efling" or "the union") is committed to ensuring the security of the personal information of its members and others related to its activities in order to protect human rights and their privacy. This privacy policy describes how Efling stéttarfélag ehf. , ID number 701298-2259 , Guðrúnartúni 1 , 105 Reykjavík , collects, registers, processes, stores and shares personally identifiable information about its members and individuals who visit the company's website, www.efling.is, whether the personal information is stored electronically, on paper or in another manner.
All processing of personal data within the union shall be in accordance with Act No. 90/2018 on the Protection of Personal Data and the Processing of Personal Data. To that end, the union's staff has received training on privacy and the processing of personal data.
If you have any questions about Efling's processing of personal information or this privacy policy, please contact us at personuvernd@efling.is.
2. What personal information does Efling collect and for what purpose?
Efling emphasizes that it only processes personal information that is necessary for the purpose for which it was collected. If information other than that specified in the privacy policy is processed, or for another purpose, Efling will endeavor to inform the member accordingly.
a. Efling collects the following personal information:
- basic information: name, social security number, address, telephone number, email address, place of work, marital status, family number, premiums.
- Contact information: all your communications with the union, including by email, in writing, verbally or through social media.
- Data related to members who use the services of Efling's labor rights department: bank information, payslips, employment contracts and other data related to the members' employment relationship.
- Data related to members who use services for the health fund and the grant fund: medical certificate and salary information.
- Grants from the Vocational Education Fund.
- Information about vacation home rentals.
- Purchased a gift certificate and/or card.
- Complaints about inadequate finishing in vacation homes and related footage.
- Digital footprints, for example online behavior on the Efling website.
- Technical information, such as IP address.
- Video and audio footage from security cameras at Guðrúnartún 1.
b. Efling also collects the following personal information that is classified as sensitive personal information:
- Union membership, nationality and information in connection with the activities of the above-mentioned funds and for services to members.
c. Purpose of registration, storage and processing of personal data
Efling processes personal data for clear and stated purposes in accordance with data protection laws, union laws and this policy. The reasons why Efling processes personal data are varied, including to:
- Calculate the membership fee and rights of each member.
- Protect the interests of members.
- Conduct surveys and data processing, such as for wage developments and to be able to make wage comparisons between professions for public publication.
- Be able to communicate appropriately with members via telephone, email and/or letter.
- Comply with accounting laws and tax filings.
- Can pay out sick pay and grants from Efling funds according to relevant rules.
- Can sell gift certificates (accommodation, flights, etc.) and allocate vacation homes and collect rental fees for them, according to the rules of the vacation fund.
- Can pay out grants from Efling funds and update members' status according to the fund's rules.
- Prevent repeated bad behavior in vacation homes/apartments.
- Ensure the safety of members and the company's assets.
- Enable Efling employees to claim their contractual rights as members of the union as agreed in the collective bargaining agreement.
- Give members the opportunity to vote for Efling's board and also make it easier for candidates to reach out to members before elections.
- Make it possible for members to vote when elections are held regarding collective agreements and strike calls.
3. Legal authorization for the use of personal information
According to Icelandic law, Efling is authorized to process personal data provided that such processing is based on the provisions of the law. Furthermore, Efling is required to inform individuals about the basis for the processing. Efling collects and processes personal data based on the following sources:
- To fulfill a contractual obligation (e.g. renting a vacation home).
- To fulfill a legal obligation.
- To protect the vital interests of members.
- Because of the legitimate interests of the union.
These actions are necessary to manage the activities of the union and involve the need to collect and process personal data.
In certain cases, the union requests authorization and informed consent for the processing of personal data. In such cases, the individual may withdraw consent at any time, and the processing covered by the consent will then cease.
4. Collection of personal information about children
It is Efling's policy not to register, collect, process or store personal information about children under the age of 13, except in cases where this is necessary to be able to pay benefits due to death, illness or accident. Efling obtains specific consent from guardians for processing before offering services to a child who has not reached the age of 16.
5. Automated decision-making
Eflinga does not use automated decision-making when processing personal information.
6. Rights of individuals
Data protection laws grant individuals certain rights, including the right to education and information about whether Efling processes personal data about them and how it is processed in Efling's operations. However, these rights are not absolute and legal obligations or overriding interests of Efling or a third party may prevent Efling from complying with a request from an individual who wishes to exercise their rights under the Data Protection Act. Efling strives to respond to all requests from individuals who wish to exercise their rights under the Data Protection Act within 30 days and if Efling is unable to comply with such a request, whether in whole or in part, for any reason, Efling will endeavor to justify such a decision.
- Access to their personal information : members have the right to know whether Efling is processing personal information about them and to receive information about the processing, such as the purpose, where it is shared, origin, whether automated decision-making is taking place and information about their rights. Individuals may also have the right to receive a copy of the personal information that Efling processes about them.
- Correction of personal information and deletion : if a member believes that the personal information that Efling processes about him or her is unreliable or incorrect, the person concerned has the right to have it corrected.
- Right to erasure : in certain cases, an individual has the right to request that Efling erase personal information about them, such as if the individual considers the information no longer necessary for the purpose for which it was collected. The same applies if the individual withdraws consent to the processing of personal information and there is no other legal basis for the processing or if the processing of the information proves to be unlawful.
- Right to portability : in specified cases, where processing is based on a contract or consent, a member who has provided Efling with personal data about him or her electronically may have the right to receive a copy of such information in a structured, commonly used and machine-readable format. The member may also request that Efling transmit the relevant information directly to a third party.
- Withdrawal of consent : In cases where Efling's processing is based on consent, an individual who has given Efling consent may withdraw it at any time. However, withdrawal of consent does not affect the lawfulness of processing based on consent until the withdrawal.
- Complaint to the Data Protection Authority : The Data Protection Authority supervises the implementation of the Data Protection Act and the processing of personal data and adjudicates disputes in the field of data protection. Further information about the institution can be found on its website, personuvernd.is. If an individual is not satisfied with the company's processing of personal data about them, a complaint can be filed with the Data Protection Authority by sending a letter to the Data Protection Authority, Rauðarárstígur 10, 105 Reykjavík or to postur@personuvernd.is .
7. Retention period of personal data
Personal data is retained for as long as necessary, taking into account the purpose of the processing, and provided that there are objective reasons. A member's contribution history, including information on payments from the company's health funds, as well as information on assistance in wage matters, are exceptions and such information will be retained longer, but in such a way that the information is not personally identifiable when possible. However, all information obtained in connection with such matters, such as pay slips and journals, will be destroyed in accordance with the general principle. Efling may be required to retain information on the basis of a legal obligation. For example, accounting records are retained for seven years from the date of collection of the information.
8. Information to third parties
Efling does not under any circumstances provide, sell or rent personal information about individuals to third parties unless the union is required to do so by law or in the case of a service provider, agent or contractor hired by Efling to perform specific work in advance. In such cases, Efling enters into a processing agreement with the party in question who receives the personal information. Agreements stipulate, among other things, the processor's obligation to keep personal information secure and not to use it for any other purpose.
Efling also shares personal information with third parties when this is necessary to protect the vital interests of members, such as in the collection of unpaid claims. Efling has entered into an agreement with the company's lawyer that covers the collection of wage claims on behalf of members and takes into account the new legislation on personal data protection, Act No. 90/2018.
Efling's privacy policy does not cover information or processing by third parties over whom Efling has no control, nor is the union responsible for their use, publication or other actions. We therefore encourage you to familiarize yourself with the privacy policies of third parties, including web hosting providers that may link to our website.
9. Web behavior and mailing list registration
When users visit Efling's websites, the union may collect technical information about their use. This information that is stored when users visit a website is called cookies. The purpose of using cookies is to adapt the website to your needs, for example to ensure that the website works perfectly and as intended, but also to ensure that your experience is as good as possible when you visit our website. The purpose is also to process information for statistical purposes, to analyze traffic on our website or for marketing purposes.
Cookies make it easier for users to log in to my sites. In some cases, cookies may collect information such as IP addresses, browser type, device type. Some of this information may be considered personal information, but privacy and the processing of personal information are discussed in more detail elsewhere in this policy. Information obtained in this way is never used to identify you.
Consent is not required for the use of essential cookies, but consent is required for the use of other types. By checking "allow cookies", you agree to their use or reject them altogether.
10. Personal information security and security breach reporting
Security in the processing of personal data is important to Eflinga and we have taken appropriate technical and organizational security measures to ensure the protection of members' personal data in line with our security policy. Only Eflinga employees have access to members' data and the union has active access control where only those employees who work with the relevant data for their job have access to it.
If a security breach occurs regarding personal data, and such a breach is considered to pose a high risk to the rights of a member, we will notify the member without undue delay. In this sense, a security breach is an event that results in personal data being lost or destroyed, altered, disclosed or accessed by unauthorized persons. However, we would like to draw attention to the fact that the personal data that a member shares with us on social media, e.g. Efling's Facebook page, is considered public information and not under the control of Efling, as Efling has no control over such information, nor is the union responsible for its use or publication. If a member does not want to share that information with other users or the provider of the social media service, he or she should not share the information on our social media.
In addition, Efling promotes increased awareness among employees through training and education on how to ensure the security of personal information.
11. More information
Efling stéttarfélag ehf., ID number 701298-2259, Guðrúnartúni 1, 105 Reykjavík, is responsible for ensuring that all processing of personal data complies with data protection laws and regulations and is considered the controller of the processing of personal data.
Efling's Data Protection Officer monitors compliance with this policy and applicable laws and regulations on data protection in the union's operations. Inquiries, comments and suggestions regarding the processing and handling of personal data can be directed to Efling's Data Protection Officer at personuvernd@efling.is .
12. Review of Efling's Privacy Policy
Efling will update this policy regularly to best reflect the processing that takes place at any given time.
If changes are made to the policy, they will be immediately published on Efling's website and the changes will take effect upon publication, unless otherwise stated. The policy was last updated on March 13, 2024.
