Privacy Notice
As the Member of Parliament (MP) for Exeter, my staff and I correspond with constituents to answer policy enquiries, take up casework, organise events 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, Steve Race MP, 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.
As a Labour MP I also have access to other information which I or my office, or volunteers working with me, may use for campaigning purposes or for communicating with Labour Party members. The Data Controller for that information is most likely the national Labour Party whose privacy policy can be found here: (https://labour.org.uk/privacy-policy/)
Data collection and use
When constituents contact me with policy enquiries or casework (where a constituent seeks my support on a matter that affects them personally), data will be collected. Data may also be provided for the purpose of informing residents about my work, asking for their views on issues, and advising about local events.
The main data collected here will be 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.
Depending on the nature of the enquiry, more sensitive personal data may also need to be collecting. This could 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.
Data will only be collected where we have a legal basis to do so. The most likely legal bases used will be:
- where we need to for the purposes of our public task and parliamentary functions (UK GDPR Article 6(1)(e)),
- where we have your consent to do so (UK GDPR Article 6(1)(a))
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 outlined above, as well as an additional condition to process. The most likely additional conditions used will be:
- the data subject has given explicit consent to the processing of those personal data for one or more specified purposes (UK GDPR Article 9(2)(a))
- processing is necessary for reasons of substantial public interest, on the basis of Domestic Law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject (UK GDPR Article 9(2)(g)
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.
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.
We may retain information about closed casework to be able to give you full support, should you contact us again for help.
Closed policy and personal casework enquiries will be securely and permanently deleted 5 years (1 parliamentary session) after the case has been closed.
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.
Your rights
You have the following rights in relation to your personal information. Should you wish to exercise these rights, please contact Steve Race’s 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”.
You have the right to make a complaint with either myself as the Data Controller, or with the Information Commissioner’s Office as the UK regulator. Contact details for both can be found below.
If you wish to exercise your rights in respect of your personal data, have any questions about how your data is used, or would like to complain, please contact the Office of Steve Race MP by email: steve.race.mp@parliament.uk; or by telephone: TBC
Alternatively, you have the right to complain or 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