25 May 2018
Any personal information (also referred to here as ‘information’ and ‘data’) that you give to me will be handled confidentially by me and the staff in my office, in line with the requirements of the Data Protection Act 2018 and the General Data Protection Regulation (GDPR). Terminology which is specific to GDPR is written in italics.
If you would like information about the Data Protection Act 2018, this can be obtained from the Information Commissioner’s Office through their website or advice line 0303 123 1113; information about GDPR can be accessed through the its resource website https://www.eugdpr.org/.
What information do we collect from you?
My office collects personal information that is supplied to me in my role as a Member of Parliament. It includes information supplied by my constituents and others in relation to matters which I have been asked to pursue in the interests of individuals and groups who live in my constituency such as:
Information supplied by constituents who get in touch, such as names, addresses, telephone numbers and email addresses;
details of specific cases;
information provided by signatories on petitions;
responses to questionnaires; and
contact details for the purpose of communicating news and updates
GDPR outlines several categories of data called special categories. We are often supplied with data that falls within these categories by constituents. These include:
Trade union activities
Race and ethnic origin
Details of criminal offences
Details of an individual’s physical and mental health
Any use of this data will be for the sole purpose of pursuing a case on behalf of that constituent who supplied them.
Why and how do we process your data?
If you ask me to pursue a matter on your behalf, I will use your information for that purpose. My staff (data processors) will normally see this information to find help and advice for you. Personal and sensitive information may be passed onto other agencies (e.g. the Department for Work and Pensions, the CMS, the local Housing Department) if I believe this to be necessary or helpful in pursuing the matter you have raised with me.
I intend that only the minimum possible personal information will be shared with other agencies, as necessary to assist you.
If you give me personal information about someone other than yourself, I may need to check the facts with that other person. If you ask me to take action on behalf of a friend or relative I may need to contact that person to confirm that they are happy for me to act on their behalf.
Under GDPR, the use by my office of your personal information falls within the scope of what is called public task. This is because I use it for the specific purpose of furthering the interests of, and helping or informing my constituents.
In the specific case of individuals who supply me with their email address for the explicit purpose of receiving my e-newsletter, I use that data to inform them of what I’ve been up to in the constituency. This differs from direct marketing.
In the very rare case that I need you pass on your details to a third party in another country (e.g. for a visa application) I will take appropriate and necessary measures to ensure that I am satisfied that your data will be processed securely.
My office has access, through a casework management program, to the Electoral Roll. Through this, we are able to determine the postal address of any constituent who is on the Roll, which is a public register. Any use of this data is subject to the same conditions as the use of any other data. Nobody is statutorily or contractually obliged to provide us with any personal data; however, if a constituent who is not on the electoral roll refuses to provide their residential address, we will be unable to take up a case on their behalf as we will be unable to confirm they are a constituent.
I would like to send you information about constituency news and events, but if you contact me asking for assistance, I will not then use your contact details to do give you news and updates, unless you have a) specifically asked me to do so or b) specifically signed up to the newsletter on my website. If you have done so, but later change your mind, you have a right at any time to let us know if you no longer wish to be sent this information. Simply email my office stating that you no longer wish to receive the e-newsletter: firstname.lastname@example.org.
These contact details are accessible only by the website editor (me) and are stored in an encrypted format.
Access to your information and correction
If you wish to see any information that I hold about you, if you want me to update or correct any personal information that I hold about you, or if you have any queries regarding personal data that I hold about you, please contact my office and ask for a Subject Access Request.
My office intends to keep, securely, the data we hold on constituents for the duration of my service as Member of Parliament for Sherwood. If you would like more information on this it is detailed in my Data Retention Policy, which you can request from my office by email.
Your rights and FAQs
Who is the Data Controller?
The Data Controller is Mark Spencer, Member of Parliament for Sherwood.
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. We also manage a small, non-political mailing list for the purpose of sending Mark’s E-Newsletter and information about upcoming advice surgeries.
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 your 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 Mark 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. When they no longer need your data to fulfil this service, they will dispose of the details in line with our procedures.
We will not share the personal information of members of the Mark Spencer MP Mailing List or those in receipt of our E-Newsletter.
In any case, we will not use your personal data in a way that goes beyond your reasonable expectations in contacting us.
For how long will you keep my personal data?
Unless specifically requested by you, our office will hold your personal data for the duration of Mark Spencer’s tenure as MP for Sherwood.
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 a further three months, during which time constituents can contact us to ask that we retain their data.
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 that 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 a 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 I 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.
This privacy notice only applies to information on my website and does not apply to information contained on other websites that are linked from this one.
How to contact us?
Telephone: 0115 968 1186 / 0207 219 7143