Privacy Notice

This privacy notice relates to the personal data processed by the Office of Victoria Atkins MP, Member of Parliament for Louth & Horncastle in line with the requirements of the General Data Protection Regulation (GDPR) (EU) 2016/679.

Signed copies of Victoria Atkins MP's Privacy Notice, Subject Access Request Procedure, Consent Procedure and Withdrawal of Consent Procedure are available below and can be sent in hard copy on request.

 

PRIVACY NOTICE

 

1. Scope

All data subjects whose personal data is collected, in line with the requirements of the GDPR.

 

2. Responsibilities

2.1 Victoria Atkins MP is responsible for ensuring that this notice is made available to data subjects prior to the Office of Victoria Atkins MP collecting and processing their personal data.

2.2 All staff of the Office of Victoria Atkins MP who interact with data subjects are responsible for ensuring that this notice is drawn to the data subject’s attention and their consent to the processing of their data is secured.

 

3. Privacy notice

3.1 Who are we?

This is the Office of the Member of Parliament for Louth & Horncastle. The Member of Parliament for Louth & Horncastle is Victoria Atkins MP. The office discharges the duties and functions of an elected Member of the UK Parliament. The office conducts constituency casework and responds to policy queries for which it is necessary to process personal data of constituents. The Office of Victoria Atkins MP also manages a small non-political mailing list for the purposes of sending Victoria Atkins MP’s email newsletter and other updates for residents of Louth and Horncastle.

 

Victoria Atkins MP and data protection representatives can be contacted directly here:

 

The personal data we would like to process on you may include but is not limited to:

  • Names
  • Addresses
  • Email addresses
  • Telephone numbers
  • National Insurance Numbers
  • Passport Numbers
  • Special category data as permitted in clauses 23 and 24 of the Data Protection Act

 

The personal data we collect will be used for the following purposes:

  • Conducting constituency casework
  • Responding to policy enquiries
  • Updating the newsletter email list on constituency issues

 

Our legal basis for processing the personal data:

  • Casework and policy enquires are processed primarily under the lawful basis of public task, with exception cases processed under the lawful basis of consent.
  • Updating the newsletter mailing list is processed under the lawful basis of public task.

 

Any legitimate interests pursued by us, or by third parties, will endeavour to be undertaken within the reasonable expectations of constituents.

 

The special categories of personal data concerned are:

  • Racial
  • Ethnic origin
  • Political opinions
  • Religious beliefs
  • Philosophical beliefs
  • Trade union membership
  • Genetic data
  • Biometric data
  • Health data
  • Data concerning a natural person's sex life
  • Sexual orientation
  • Other

 

3.2 Consent

By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified.

Consent is required for the Office of Victoria Atkins MP to process both types of personal data, but it must be explicitly given. Where we are asking you for special categories of personal data we will always tell you why and how the information will be used.

You may withdraw consent at any time by contacting Victoria Atkins MP using the details outlined in section 3.1.

 

3.3 Disclosure

The Office of Victoria Atkins MP will not pass on your personal data to third parties beyond the reasonable expectations of the constituent without first obtaining your consent.

The Office of Victoria Atkins MP only uses Content Management Systems and email accounts to process personal data that comply with GDPR.  

 

3.4 ​​​​​​​Retention period

The Office of Victoria Atkins MP will process and store personal data for the duration of Victoria Atkins MP’s time as the Member of Parliament for Louth & Horncastle, unless specifically requested otherwise by the constituent, in order to carry out her duties as a Member of Parliament.

 

​​​​​​​3.5 Your rights as a data subject

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 – in the event that the Office of Victoria Atkins MP refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined in clause 3.6 below.

All of the above requests will be forwarded on should there be a third party involved (as stated in 3.4 above) in the processing of your personal data.

 

​​​​​​​3.6 Complaints

In the event that you wish to make a complaint about how your personal data is being processed by the Office of Victoria Atkins MP (or third parties as described in 3.4 above), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and Victoria Atkins MP .

 

The details for the supervisory authority are:

The details for the Office of Victoria Atkins MP are outlined in 3.1.

 

​​​​​​​3.4 Privacy statement

The privacy statement for the Office of Victoria Atkins MP is available at www.victoriaatkins.org.uk, in other formats on request and is in section 4 below.

 

4. Online privacy statement

 

​​​​​​Personal data

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:

“any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

 

How we use your information

This privacy notice tells you how we, the Office of Victoria Atkins MP, will collect and use your personal data for casework, policy enquiries, email newsletter and other updates for residents in Louth & Horncastle.

 

Why does the Office of Victoria Atkins MP need to collect and store personal data?

In order for Victoria Atkins MP to carry out her duties as the Member of Parliament for Louth & Horncastle, we need to collect personal data for correspondence purposes. In any event, 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. In terms of being contacted for direct marketing, the Office of Victoria Atkins MP would contact you for additional consent.

 

Will the Office of Victoria Atkins MP share my personal data with anyone else?

We may pass your personal data on to third-party service providers contracted to the Office of Victoria Atkins MP in the course of dealing with your enquiry, such as local authorities, government agencies, public bodies, health trusts, regulators, etc. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only for the purposes for which they were explicitly intended. When they no longer need your data to fulfil this service, they will dispose of the details in line with our procedures. If we wish to pass your special categories of personal data to a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.

 

How will the Office of Victoria Atkins MP will use the personal data it collects about me?

The Office of Victoria Atkins MP will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. The Office of Victoria Atkins MP is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific requirements and agreed practices. Personal data may be held in addition to these periods depending on individual needs.

 

Under what circumstances will the Office of Victoria Atkins MP contact me?

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

 

Can I find out the personal data that the Office of Victoria Atkins MP holds about me?

At your request, the Office of Victoria Atkins MP can confirm what information we hold about you and how it is processed. If the Office of Victoria Atkins MP does hold personal data about you, you can request the following information:

  • Our identity and the contact details.
  • Contact details of the data protection officer.
  • The purpose of the processing as well as the legal basis for processing.
  • If the processing is based on the legitimate interests of the Office of Victoria Atkins MP or a third party, information about those interests.
  • The categories of personal data collected, stored and processed.
  • Recipient(s) or categories of recipients that the data is/will be disclosed to.
  • If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
  • How long the data will be stored.
  • Details of your rights to correct, erase, restrict or object to such processing.
  • Information about your right to withdraw consent at any time.
  • How to lodge a complaint with the supervisory authority.
  • Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
  • The source of personal data if it wasn’t collected directly from you.
  • Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

 

What forms of ID will I need to provide in order to access this?

The Office of Victoria Atkins MP accepts the following forms of ID when information on your personal data is requested:

  • Passport
  • Driving licence
  • Birth certificate
  • Other valid proof of name and address

 

Contact details of the Office of Victoria Atkins MP:

Attachments

Attachment Size
Privacy Notice 1.41 MB
Subject Access Request Procedure 1.16 MB
Consent Procedure 562.28 KB
Withdrawal of Consent Procedure 515.53 KB