Data Protection Policy
Office of Neil Parish MP
This document outlines how the office of Neil Parish MP processes and manages personal data.
- Identifies our data controller;
- Provides our lawful basis for processing personal data;
- Outlines the scope of personal data we hold and process;
- Outlines the scope of the special category personal data we hold and process;
- Describes and justifies our data retention policy
- Shows how we intend to respond to Subject Access Requests; and
- Contains a copy of our privacy notice.
The policies outlines within this document come into full effect on Friday, 25 May 2018.
1. Data Controller
The Data Controller is Neil Parish MP.
2. Lawful basis for processing
- Casework is processed primarily under the lawful basis of public task, with exceptional cases processed under the lawful basis of consent.
- Personal data contained in the non-political Neil Parish MP mailing list is processed under the lawful basis of public task, it does not fall within the definition of direct marketing.
- We undertake to always act within the reasonable expectations of our constituents and any other individuals about whom we hold personal data.
3. Data we hold
We largely operate a paperless office. Personal data is stored electronically and secured on our computer systems. Our systems are in offices which are locked when unattended.
The office uses a CMS (Contents Management System) application, Cross Reference, to help the management of constituent casework records. The information predominantly includes but is not limited to:
- Names, addresses and email addresses
- Telephone numbers
- National insurance numbers, passport numbers.
The office does not maintain any mailing lists.
4. Special category data we hold
The office may also hold special category data for a smaller number of data subjects. This data will be processed under the lawful basis indicated in point (2), as is permitted in clauses 23 and 24 of schedule 1 of the Data Protection Act.
5. Data Retention Policy
Our office will hold personal data for a maximum of five years.
Casework and policy queries are often revisited to provide the best service and representation for constituents, from whom we may continue to receive correspondence. Therefore, we feel it is reasonable for an elected representative to hold personal data for the duration of a parliamentary term.
Following an election, we will retain personal data for three months, during which time constituents can contact us to ask that we retain their data.
6. Subject Access Requests
We will comply with Subject Access Requests in line with the guidance given by the Information Commissioners Office (ICO).
i) We will respond as quickly as possible, within 30 calendar days.
ii) We will request verification of the identity of any individual making a request, and ask for further clarification and details if needed.
iii) Data subjects have the right to the following:
a) To be told whether any personal data is being processed
b) To be given a description of the personal data, the reason it is being processed and whether it will be given to another organisation or people.
c) To be given a copy of the information comprising the data, and given details of the source of the data where this is available.
7. Privacy notice
Our office will undertake to ensure all constituents sharing their personal data can have the opportunity to read our privacy notice. We will:
- Publish our privacy notice on Neil's website, www.neilparish.co.uk
- Direct constituents who contact us via letter and telephone to our privacy notice online, or supply them with a copy if needed
This privacy notice relates to the personal data processed by the office of Neil Parish, Member of Parliament for Tiverton and Honiton, in relation to casework and policy queries.
Who is the Data Controller?
The Data Controller is Neil Parish MP.
What does the office do?
The office discharges the duties and functions of an elected Member of Parliament. As part of this work we conduct constituency casework and respond to policy queries, for which we must process personal data of our constituents.
How do we process data?
This office processes constituents’ data under the lawful basis of public task. In instances where this lawful basis is not sufficient and explicit consent is required, a member of the office will contact you to establish consent.
We are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy.
Will we share your data with anyone else?
If you have contacted Neil about a personal or policy issue, we may pass your personal data on to a third party in the course of dealing with you, such as local authorities, government agencies, public bodies, health trusts, regulators, and so on. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only for the basis upon which they were originally intended.
In any case, we will not use your personal data in a way that goes beyond your reasonable expectations in contacting us.
What rights do I have to my personal data?
At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights.
- Right of access – you have the right to request a copy of the information that we hold about you.
- Right of rectification – you have a right to correct data we hold about you that is inaccurate or incomplete.
- Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
- Right to restriction of processing – where certain conditions apply to have the right to restrict the processing.
- Right of portability – you have the right to have the data we hold about you transferred to another organisation.
- Right to object – you have the right to object to certain types of processing, such as direct marketing.
- Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
- Right to judicial review: if our office refuses your request under rights of access, we will provide you with a reason why. You have the right to complain.
How can to contact somebody about my privacy?
You can get in touch with our office by letter, email or telephone using the details at the foot of this page.
Please note that we will ask for identification should you choose to exercise any of the above rights in relation to personal data we hold.
Neil Parish MP, House of Commons, London, SW1A 0AA
Telephone: 020 7219 7172