FedEE Membership Terms and Conditions

Introduction

The Federation of International Employers (FedEE®)/ La Federación de Empresarios Internacionales/La Fédération des Employeurs Internationaux is a leading support organisation for multinational organisations and, in particular, their HR departments. It is a company limited by guarantee (not-for-profit) and registered in England and Wales. Its corporate guarantors include The Ford Motor Company (Current Chair) and Latham and Watkins Law.

The Federation has a head office in Central London, UK but, because of Brexit, now functions primarily through an operational entity in Nicosia, Cyprus and another in Hong Kong . A branch in Sapporo, Japan is being established. Its corporate members include many of the World’s largest corporations and most important state organisations. Although it was founded in 1988, with assistance from the European Commission, it remains politically neutral and totally independent.

Corporate confidentiality is extremely important to FedEE and ownership and control remains firmly within the European Union (EU). All FedEE Board meetings are held in London and, increasingly, in Brussels.

In the following terms and conditions references to FedEE shall be for all FedEE operations and affiliates.

A: Specific Terms and Conditions

  1. The Federation (FedEE®) has its head office at Adam House, 7-10 Adam Street, The Strand, London WC2N 6AA, United Kingdom. The Federation is an employers’ organization providing professional HR support services to multinational enterprises worldwide. References to members in this text shall apply to all categories of Membership. The terms “corporate membership” or “corporate member(s)” shall strictly apply to membership subject to an annual subscription.
  2. Membership of the Federation is open to established private sector companies, trade commissions, international bodies and diplomatic missions, governmental labour ministries, voluntary organisations and certain professional firms. It is not open to trade unions, recruitment companies, labour-hiring organisations (including gangmasters), HR consultancies, HR outsourcing companies, payroll providers, payroll/HR software companies, other employer associations or HR professional groups, competitor organisations, political parties, or companies that have seriously been subject to disrepute during the last five years due to their employment or related practices. Competitor (or potential competitor) organisations that covertly seek membership via a third party will forfeit any payment made in respect to membership.
  3. All organisations seeking membership must be established bona fide employers that operate (or plan to operate) in two or more countries, normally have at least 150+ employees, plus their own in-house HR Department. Smaller companies will be admitted to membership at the Federation’s discretion – provided they employ staff in more than one country. Likewise, admission will normally be given to federal or state organisations, from truly democratic countries, that wish to affiliate to the Federation. Applicants must communicate through corporate domains registered in their own corporate name(s). All submissions for membership are reviewed by the FedEE Membership Review Group and may be accepted or refused at its discretion. Membership may be terminated at the discretion of the Secretariat if a member organisation is considered to be seriously in breach of these terms and conditions, or is considered not to be a suitable or appropriate corporate body to be a member of the Federation.
  4. Applications for membership shall be processed within 48 hours of their receipt. Any cancellations in respect of membership must be made within seven working days of the application being sent and, within this period, will only be accepted if our services have not been utilized. Cancellations must be sent by email to membershipservices@fedee.com. Organisations that do not meet our cancellation conditions will be subject to the full membership cost if they subsequently seek to cancel prior to payment within the subscription period. In the case of normal applications, services will commence on receipt of the first annual subscription. If services are agreed to commence immediately on acceptance then payment of outstanding invoices must be made within our 30-day credit period otherwise the account and membership passwords may be suspended pending settlement or cancellation at our discretion.
  5. All users must be current employees of the principal registered member organisation or a majority-owned subsidiary. Those operating in other group companies or minority-owned subsidiaries will be subject to a separate membership subscription.
  6. Members shall nominate a senior manager or professional to be their main contact with the Federation. The main contact shall be responsible for managing additional users, informing the Federation of changes in user details, and notifying the Secretariat of users leaving their employment. Each user shall receive their own individual passwords for access to our services and these must not be shared with anyone else. User access is periodically monitored and if a user ceases to be employed by the member organisation, they shall have no further right to make use of our services. However, by agreement, an individual user may retain personal honorary membership for up to three months if they wish to sign up their new organisation to FedEE membership.
  7. Members/users agree that email addresses provided to the Federation or operating entity may be used for administrative purposes and for the provision of membership services – subject to amendment or addition of users in accordance with these terms and conditions. A corporate email address must be provided for each named user, and it is a condition of access to our services that all current users remain on the circulation list to receive our fortnightly HR newswire by email.
  8. Corporate members shall pay an annual membership fee on the basis of its current tariff. The first year of membership shall operate for 12 months from the end of the month in which an organisation is accepted for membership. 
  9. The only form of individual membership of the Federation is through honorary lifetime Fellowship (F.FedEE). Fellows are nominated and appointed by the Board of the Federation either because they have made an outstanding contribution to international HR Management or have been of great service to the Federation.
  10. Members may, according to membership level, be entitled to helpline enquiries as an inclusive part of their annual membership.  Enquiries in excess of the inclusive allocation each year may be made on a pay-as-you-go basis at a competitive flat or bundled rate. The maximum duration of staff time per enquiry is one hour. Enquiries are handled independently by FedEE International Inc’s in-house legal team. Any liability for information, guidance or advice given shall rest entirely with FedEE international Inc itself and no liability whatsoever shall exist in respect to the Federation or any associated entity or its officers. Moreover, no liability whatsoever shall also exist for any information or advice given by lawyers or other professional experts to which we refer member companies. For the complaints procedure see ‘General Terms’.
  11. Existing members of the Federation may not downgrade their membership to take advantage of any offers, or new membership categories. They may, however, upgrade their membership at any time in order to increase their user numbers, helpline enquiries etc. They may do this by contacting the membership services department on membershipservices@fedee.com. 
  12. When each membership period comes to an end, a renewal invoice will normally be issued and membership will be provisionally renewed for a further 12 months to ensure continuity of service. It is the policy of FedEE to maintain membership fees at the same rate for at least two years after membership commences, unless price inflation exceeds 5% in any one year, or the membership fee was subject to a substantial initial discount.  If renewal of membership is not required, an authorised representative from the organisation should inform the Membership Secretary at the earliest reasonable opportunity and, in any case, no later than two weeks following the conclusion of the previous membership period. A credit note shall then be issued if an outstanding invoice has been submitted to the member organisation.
  13. The principal payment offices are located in Nicosia, Cyprus and operated by FedEE Corporate Services Limited. Value Added Tax (VAT) shall not be charged to members outside the European Economic Area (EEA). Those located in EEA countries – other than Cyprus – will also not be charged VAT, provided a valid EC VAT registration number is provided.
  14. Members agree to settle all legitimate invoices within 30 days of receipt. Members should notify the payment centre issuing the invoice as soon as possible after receipt of the invoice if any details need to be changed.  Payments made after the credit period may be subject to a monthly interest payment and we may suspend access to our services at any time after the expiry of the 30-day payment credit period. All fees may be settled by bank transfer or credit/debit card – including telephone transactions. Upon settlement, a receipted invoice will be issued within 5 working days.
  15. The Federation and operating entities undertake to supply services to members as described on the FedEE® website. However, we reserve the right to vary, amend or withdraw any of these services at our discretion.
  16. Members and Users shall undertake to respect the confidentiality and protect the copyright of all information conveyed to them, not divulge such information to employee representatives, or anyone outside their organisation and not use the data other than for the management of their directly employed staff or directly engaged contractors. It may not be used for product development, for internal databases or any commercial purpose. Unless stated otherwise, the copyright on all material supplied to members belongs to FedEE International Limited. Members shall also undertake not to bring the Federation, or any of its officers or associated bodies, into disrepute.
  17. The identities of corporate members shall not be revealed to any organisation outside the Federation’s Board and Secretariat without their explicit permission. The only exceptions to this are where a member organisation voluntarily reveals such details, it is revealed by the FedEE Secretariat only by its corporate name to potential FedEE member companies, the fact of their membership is already in the public domain or where the data must be made public for any statutory reason. The privacy of all personal data gathered, processed, stored and utilized shall be subject to the terms of our FedEE privacy statement (see below).
  18. Organisations subscribing to the Federation are classified as “members”, but possess no formal voting powers. Federation Board Member organisations and individual Board members are full voting members of the organisation.
  19. FedEE Courses and Events: We shall have the right to change the speakers, the location and modify the subject of individual talks or sections of any course, event or meeting reasonably in the light of prevailing circumstances. If a location is changed we shall endeavor to ensure it is to a new location close to the original planned venue and give as much advance notice as possible. We shall also have the right at their discretion to invite any person(s) its chooses to attend an event without charge, at a reduced charge or subsidise their travel costs to attend the event.
  20. Once an event/course booking is made it may only be cancelled in writing within seven working days of it being received. Those booking events may, however, alter the name of the person attending the event — provided that the person so substituted is employed by a company in the same corporate group as the person making the original booking. They may also ask us to hold a sum as credit against a future event or other service.
  21. Attendees at events/courses should allow for the possibility of inclement weather, travel delays or other intervening factors that may interfere with attendance at an event. For this reason the attendee should ensure that their travel plans provide ample scope for any contingencies that may arise. This includes adequate travel insurance and insurance for loss of any event fees.
  22. All event/course fees shall not be subject to VAT provided that the company’s VAT number is provided (EEA only) and the company is located outside Cyprus.
  23. General Terms. The Federation and operating entities undertake to provide their services using their best endeavors and to ensure the accuracy of any information and/or assistance provided. However, members and nonmembers should provide their own indemnity for attendant risks beyond our control or reasonable obligations and consult their own legal, financial or other appropriate specialist advisors before acting on the basis of any information and/or views obtained from us.
  24. In no event shall the Federation, or its operating entities, officers, employees, speakers or associated parties be liable to any member or any other bodies, individuals or third parties for any loss, lost profit, or any special, incidental or consequential damages (however brought about, including civil negligence) arising out of, or in connection with, services, benefits, publications, events or products supplied by us on behalf of ourselves or referred to/about by ourselves. 
  25. ADR: We out all our activities in line with the PPR Code of Practice (http://ppr.org.uk/paralegals/code-of-conduct/) and all complaints shall be primarily dealt with in respect to the Code. Complaints about our services should be initially addressed to the Secretary-General of the Federation and specific reference made to the appropriate element of the Code that we have been perceived to have infringed. If the complaint(s) cannot be resolved through mutual discussion and negotiation then both parties shall jointly agree the appointment of an independent mediator to settle the matters in hand. In no case shall any liability exceed three times the current annual minimum standard FedEE® corporate membership.
  26. These Membership Terms and Conditions should be read in conjunction with our General Terms and Conditions of Use (https://www.fedee.com/general-terms-and-conditions-of-use/) and terms and conditions that additionally apply to different events or publications. Copyright to all FedEE materials is held by FedEE® Corporate Services limited.
  27. The registered address of the Federation is Elizabeth House, Queen Street, Abingdon OX14 3LN, UK. The registered address for FedEE Corporate Services Limited (FCSL) is Suite 201, 46 Athinon St, 2363, Agios Dometios, Nicosia, Republic of Cyprus; and for our legal advisory arm, FedEE International Inc, it is Inshore Chambers, Road Town, Tortola, British Virgin Islands. 
  28. The rights and obligations outlined in our membership and general terms and conditions shall be subject to the law of the the Republic of Cyprus.

B. FedEE Privacy Statement (GDPR Compliant)

  1. Your personal privacy matters a great deal to us. The sources of personal data about FedEE registered users are the users themselves, their LinkedIn pages, our principal contact in the member organization, the organisation’s website, public telephone directories or company registration records.
  2. The data consists of contact and payment details, course/meeting registration attendance, enquiries and comments from members and others, and correspondence. We utilize the data to maintain membership and course attendance records, the settlement of accounts and communicate with members, past and prospective members and other purposes relevant to our operations.
  3. All personal data for natural persons gathered, processed, stored and utilized by the Federation and operating entities are kept to a minimum, collected for specific and justifiable purposes, stored securely, not revealed to any party outside of the FedEE administration and not held longer than strictly necessary. We make no attempt to track or identify individual visits to our website or any other electronic medium we may use.
  4. The way we handle personal data fully complies with FedEE’s own data privacy and protection code of practice, drawn up jointly through a member working group ahead of the GDPR. This is available free to members in the FedEE knowledgebase or on request via admin@fedee.com.
  5. We identify “sensitive personal data” as defined by the GDPR and ensure that it is subject to necessary additional safeguards.
  6. In common with all data transmitted via the Internet, personal data will be present in the ether of the WWW for such time as is necessary to be received, stored and utilized. Moreover, FedEE utilizes cloud technology – via WordPress and directly – for data storage, although protected through encryption and the use of VPN for access, using virus-protected systems.
  7. All FedEE personnel are subject to employment contractual clauses that strictly limit their access to, and processing of, all personal data and bind them to respect data privacy in perpetuity. Only the minimum of staff members are allowed access to databases containing personal data provided by members, fellows, course participants, users and third parties.
  8. Membership data is held securely by the membership database company ‘Wild Apricot’ in Toronto, Canada (a country with formal EU adequacy status), but accessed only within the EU. In the unlikely event of a data breach all those affected will be notified immediately and the relevant data protection authority informed. If any user wishes to obtain a copy of what we hold on file about them, please contact the FedEE Membership Secretary (membershipservices@fedee.com). We recognise that all data subjects have the right to be forgotten and will completely remove all personal data about a specific and identifiable data subject upon request.

v3.1 (2019)

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