- Under the Data Protection Act 1998 and the General Data Protection Regulation, I am required to explain to you why I may ask for information about you, how I intend to use the information you provide and whether I will share this with anyone else.
- Mike Amesbury is the data controller
Who to contact
2.1 If you have any concerns or questions about my use of your personal data, you can contact me in writing at S13, The Innovation Centre, Keckwick Lane, Daresbury, WA4 4FS or at firstname.lastname@example.org
Why am I collecting your information?
3.1 The information that you provide to be by email or verbally on the phone or in person, or in writing is completely voluntary and is needed to enable me and my staff to assist with your enquiry.
What information am I collecting?
4.1 The information which I or my staff are collecting about you is the information you provide by email, on the phone, in person or in writing.
4.2 We may also use the electoral register to confirm names and addresses.
4.3 It is possible that some of the information which we collect will be special categories of personal data (also called sensitive personal data), which includes information about your health, finances, and racial or ethnic origin.
What am I going to do with your information?
5.1 The information you provide to me will be used by myself and my staff for the following purposes:
5.1.1 It will be stored and used by me and my staff in accordance with this privacy statement and also in accordance with your rights under the Data Protection Act 1998 and the General Data Protection Regulation;
5.1.2. It will allow me to make representations on your behalf to try and resolve any issues you have. This may mean contacting other organisations, such as the Council or a Government Department or utility companies on your behalf. I will only do this with your consent;
5.1.3. It will allow me to provide assistance tailored to your needs.
5.2. An understanding of your personal situation and individual needs will allow me to provide tailored assistance to help with any physical, cultural or financial needs that you may have.
5.3. Some of the information which I and my staff collect will be special categories of personal data (also called sensitive personal data), such as your financial situation or any disability you may have. You need to be aware that we will use this information to help resolve any problems or issues that you have informed us about and that we will use this information in an appropriate manner. By providing this information you consent to our use of this information for this purpose.
What is the legal basis for using your information?
6.1 In accordance with the data protection laws, I need a “legal basis” for collecting and using information about you. There are a variety of different legal basis for being a Data Controller for your personal data which are set out in the data protection laws.
6.2. The lawful basis on which I rely in order to be a Data Controller is;
6.2.1 It is necessary for tasks in the public interest or exercise of authority vested in the controller. Ie that I undertake these actions in my role as a Member of Parliament.
Transferring your information abroad
7.1. I will not transfer the information you provide outside of the European Economic Area.
Security of your information
8.1 The information you provide will be stored securely on my systems and processed through a 3rd Party company which also has a privacy statement which can be accessed here. Any printed emails, written notes, letters or hard copies of forms you have completed with personal data will be stored securely for a maximum of 3 years and will then be destroyed. Electronic data will be held securely using 3rd party systems for the duration of a Parliamentary term (usually 5 years) and will then be deleted.
8.2 Only relevant members of staff will access the information you provide to me.
8.3 My security measures and procedures reflect the seriousness with which we approach security and the value I attach to your information.
Storing your information and deleting it
9.1. I will store the personal data which you provide to me electronically for a maximum period of 5 years unless you contact me to advise you want it to be removed.
9.2. I may keep hard copy (paper) files for a maximum of 3 years unless you contact me to advise you want it to be destroyed.
10.1. In relation to the information which I hold about you, you are entitled to:
10.1.1 Ask for access to the information;
10.1.2 Ask to rectify the information where it is inaccurate or incomplete;
10.1.3. Ask me to erase the information;
10.1.4. Ask me to limit what we do with your information;
10.1.5. Object to my use of your information and ask me to stop that use;
10.1.6. Instruct me to provide you with the information I hold about you in a structured and commonly used format or transmit that information directly to another organisation.
10.2 Where I am using the information because you have provided your consent to that use, you are entitled to withdraw your consent at any time. The lawfulness of my use of your information before consent was withdrawn is not affected.
10.3. To exercise any of the rights referred to above, you should contact me by writing to Mike Amesbury, at S13, The Innovation Centre, Keckwick Lane, Daresbury, WA4 4FS or email email@example.com
10.4. You also have the right to complain to the Information Commissioner’s Office (the “ICO”) if you are not satisfied with the way I use your information. You can contact the ICO by writing to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF