Data Protection & Privacy Policy
This Data Protection & Privacy Policy relates to the personal data processed by the office of Robin Swann MP, Member of Parliament for South Antrim, in relation to casework, surveys and policy queries.
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Data Controller
The Data Controller is Robin Swann MP.
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Lawful Basis for Data Processing
The office discharges the duties and functions of an elected Member of Parliament. All processing is carried out by consent or either under the legitimate interest of Robin Swann, or public interest. These cover processing to conduct casework, campaigning and communication. Where processed under the lawful basis of a task carried out in the public interest, it is to support or promote democratic engagement. As part of this work, we conduct constituency casework and respond to policy queries, for which we must process personal data of our constituents.
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How 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.
Data held is that provided by you when you contact us and correspondence with third parties in response to cases taken up on your behalf.
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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.
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Data Sharing
If you have contacted Robin Swann’s office 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.
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We may need to share your data with a third party, such as the police, if required to do so by law.
In any case, we will not use your data in a way that goes beyond your reasonable expectations in contacting us.
Data Retention
Casework and policy queries are often revisited to provide the best service and representation for constituents, from whom we may continue to receive correspondence. Personal data is stored electronically and securely. Unless specifically requested by you, we feel it is reasonable that our office will hold your personal data for as long as Robin Swann is Member of Parliament for South Antrim. Following an election, if unsuccessful, all records will be destroyed within one calendar month of the election.
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Your Rights to Your 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.
Contact
If you have any questions about this policy or for more information about how we use your data or would like to exercise any of your rights, you can get in touch with our office by letter, email or telephone using the details below\:
Robin Swann MP
Member of Parliament for South Antrim
House of Commons
London
SW1A 0AA
Email: robin.swann.mp@parliament.uk
Complaints
In the event that you wish to make a complaint about how your personal data is being processed by this office, or how your complaint has been handled, you have the right to lodge a complaint directly with the Information Commissioner’s Office:
• Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF
• Telephone: 0303 123 1113
• Website: https://ico.org.uk/concerns/