Charities & Social Enterprise

Run a compliant membership organisation

Whatever kind of membership organisation you run — a trade body, a union, a congregation, a party or a club — the same core duties apply. Data protection comes first: membership records are extensive personal data, often including special category data such as union membership, religious belief or political opinion. Add employers' liability insurance if you employ anyone, and keep your premises safe, fire-safe and free of discrimination.

UK-wide
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UK-wide

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Every membership organisation — however constituted — shares a set of duties that do not depend on what kind of organisation it is. Put these in place first, then follow the registration rules for your kind of organisation.

Protect your members' data

Membership records are usually your heaviest compliance load: names, addresses, subscriptions and activity records — and often special category data, because trade union membership, religious belief and political opinion are all specially protected under the UK GDPR. You need a lawful basis (and a separate condition for special category data), and unless exempt you must register with the ICO and pay the data protection fee. This applies UK-wide.

For the operational work, see data protection for businesses and registering with the ICO.

Insure your employees

If the organisation employs anyone — staff, organisers, administrators — it must hold employers' liability insurance of at least £5 million from an authorised insurer. This is a duty in Great Britain; equivalent rules apply in Northern Ireland. Volunteers are not employees, but check your policy covers them where they work under your direction.

Keep people safe

You owe a general duty to protect employees and others affected by your activities — offices, meeting halls and events included. The Health and Safety at Work etc. Act 1974 applies in Great Britain; Northern Ireland has its own corresponding health and safety order.

Keep your premises fire-safe

The responsible person for non-domestic premises — offices, halls and places of worship — must carry out and maintain a fire risk assessment. This is devolved: the Regulatory Reform (Fire Safety) Order 2005 covers England and Wales, with the Fire (Scotland) Act 2005 in Scotland and the Fire and Rescue Services (Northern Ireland) Order 2006 in Northern Ireland.

Do not discriminate

You must not discriminate against employees, members or the public because of a protected characteristic, subject to limited exceptions for some single-characteristic associations and religious bodies. The Equality Act 2010 applies in England, Scotland and Wales — including its specific rules for associations and clubs — and Northern Ireland has its own equality law enforced by the Equality Commission for Northern Ireland.

Next steps

With the shared duties in place, register what you are — see registration rules for trade unions, political parties and charities — then confirm everything with the membership organisations compliance checklist.