As the MP for Hull West and Hessle, I and my constituency staff correspond with constituents to answer policy enquiries, take up casework, and ask for views on local and national issues.
This document explains how I collect and use personal data arising from this correspondence, the legal basis for doing so, and explains your rights in relation to your personal data.
As the holder of that data, I am the Data Controller. By virtue of my work as a Labour MP, my office staff will also have access to limited data to ensure the smooth running of my office. This policy will therefore reference “we”, to include me as MP, as well as my office staff.
Data collection and use
Policy enquiries and casework (where a constituent seeks my support on a matter that affects them personally) bring with them personal data provided by or on behalf of the constituent. This personal data may include, but is not limited to: name, address, email address, telephone number.
It may also include ‘Special Category’ data which is usually considered more private and sensitive. Special Category data relates to a person’s racial or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; genetic data; biometric data (where used for identification purposes); health; sex life; sexual orientation.
We will only collect and use personal data for the specific purpose for which it has been provided. We will only use Special Category data where we have both a legal basis to do so, as well as an additional condition to process.
We will not transfer your data beyond the EEA unless we have implemented appropriate safeguards, which are likely to be Standard Contractual Clauses, or where an “adequacy decision” has been granted by the appropriate authorities.
Who do I share your personal information with?
When processing your correspondence, we will only share your information with a third-party organisation where it is necessary and reasonable to do so.
Third-parties, include but are not limited to: government departments, local authorities, public bodies, health trusts, regulators, system providers (with appropriate agreements or contracts in place).
We will only share as much information as is necessary to take your enquiry forward.
We will never share or sell your personal data to other organisations for direct marketing purposes.
Lawful basis for processing
Personal data is processed for one or more of the following lawful bases:
- where we have your consent to do so (UK GDPR Article 6 (1) (a)),
- where we have a contract to do so (UK GDPR Article 6 (1) (b)),
- where we have a legal obligation to do so (UK GDPR Article 6 (1) (c)),
- where we need to process personal data to protect someone’s vital interests (UK GDPR Article 6 (1) (d)),
- where we need to for the purposes of our public task and parliamentary functions (UK GDPR Article 6 (1) (e)),
- where the processing is in our legitimate interests and not overridden by your rights (UK GDPR Article 6 (1) (f)).
Retention of personal data
We will only retain your personal information for as long as it is necessary to fulfil the purposes described when your personal data was originally collected. However, to provide the best service and representation for constituents, it may be necessary to revisit closed casework and policy enquiries.
Closed policy enquiries will be securely and permanently deleted at the end of the Parliamentary session in which they were made.
We may retain information about closed casework to be able to give you full support, should you contact us again for help.
For sensitive cases involving child services, sexual /physical abuse and social services, personal data will be kept up to 7 years. A comprehensive list of sensitive cases can be acquired from EMMA HARDY MP’s office.
If you wish to exercise your rights to erasure, you are welcome to do so. Please see the ‘Your rights’ section for more information.
Security of your Data
We are committed to processing and retaining data within established technological and physical controls in a transparent manner, as well as promoting and safeguarding the information rights of data subjects.
Our procedures ensure that technological and physical controls are in place that guarantee the privacy of data subjects, the security of data held on technological systems is processed according to an established lawful processing condition. Any such procedures will be reviewed as necessary and updated to ensure their effectiveness in line with advances in technology.
Links to other websites
Correspondence from my office may provide links to other websites. We are not responsible for the content or privacy practices of these websites.
You have the following rights in relation to your personal information. Should you wish to exercise these rights, please contact the Constituency Office (contact details below):
- Where we are relying on your consent to use your personal data, you can withdraw that consent at any time – “right to object”
- You can request access to the personal data we hold about you at any time – “right of access”
- You can ask us to update your personal data if it changes. In certain circumstances, you can request we erase the personal data we hold, or ask us to stop or restrict processing if you have an objection – “right to rectification”
- You can request deletion of the personal data we hold about you at any time – “right to erasure”
- You can request we restrict processing of the personal data we hold about you at any time – “right to restrict processing”
- If you wish to exercise your rights in respect of your personal data or have any questions about how your data is used, please contact: Emma Hardy MP’s Constituency Office. The octagon Centre, Walker Street, Hull HU3 2RA; email: firstname.lastname@example.org; telephone: 01482 219211
- Alternatively, you have the right to raise any issues or concerns directly with the Information Commissioner’s Office, at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or through www.ico.org.uk
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