Office of Dominic Raab MP Data Protection Policy and Privacy Notice – May 2018
The following will outline how the Office of Dominic Raab MP processes and manages personal data in line with GDPR from 25 May 2018. Under 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.”
- Overview and Data Controller
Dominic Raab MP is responsible for ensuring that this notice is made available to Data Subjects prior to collecting/processing their personal data. Dominic Raab MP employs staff in his Parliamentary Office to collect and process data on his behalf, henceforth known as ‘The Office’.
The Data Controller is Dominic Raab MP and can be directly contacted here:
- Email: dominic.raab.mp@parliament.uk
- Telephone: 0207 219 7069
- Post: Office of Dominic Raab MP,
House of Commons,
London,
SW1A 0AA
The Office is the Constituency and Parliamentary Office for Dominic Raab, Member of Parliament for Esher and Walton, based at the above address.
- Data we hold
The Office uses a CMS (Content Management System) application called CMITs to help with the management of constituent casework records. Personal Data is stored electronically and securely on our computer systems, which are locked when unattended.
This information predominantly includes, but is not limited to:
Data Type | Source |
Full Name | Electoral Roll/Directly given by Data Subject |
Full Postal Address | Electoral Roll/Directly given by Data Subject |
Electoral Roll Number | Electoral Roll |
Email Address | Directly given by Data Subject |
Telephone Number(s) | Directly given by Data Subject |
National Insurance Number | Directly given by Data Subject |
NHS Number | Directly given by Data Subject |
Third Party Reference Numbers (e.g. HMRC) | Directly given by Data Subject |
Passport Number and Visa/Immigration Reference Numbers | Directly given by Data Subject |
Date of Birth | Directly given by Data Subject |
2.1 Special Category Data
The Office may also hold ‘special category’ data for a small number of Data Subjects, including information on:
- Race
- Ethnic Origin
- Political Opinions
- Religious Beliefs
- Sexual Orientation
- Philosophical Beliefs
- Details of Criminal Offences
- Health Data
- Trade Union Membership
2.2 Legal basis for processing data
Our primary legal basis for processing personal data is in the public interest, specifically the exercising of authority as an elected Member of Parliament. In exceptional cases, we may also rely on the following:
- Processing data under the lawful basis of explicit consent
- The protection of the vital interest of the Data Subject
2.3 How your data is used
The personal data we collect will be used for the following purposes:
- To contact local authorities on your behalf
- To contact Government departments/agencies on your behalf
- To contact healthcare providers on your behalf
- To contact private companies on your behalf
- To contact Government departments to make them aware of your views/opinions
The Office maintains a mailing list, stored on ‘MailChimp’ of users who have subscribed to the Dominic Raab MP Monthly e-Bulletin. These subscribers have explicitly opted in to receive the monthly e-Bulletin, which contains information about local and national issues and events. You can sign up to the e-Bulletin on the homepage of my website here, and you are able to unsubscribe at any time.
MailChimp has self-certified as having all of its internal processes, procedures, data systems and documentation compliant with GDPR as of 25 May 2018. You can read MailChimp’s Privacy Notice on how it uses and discloses information here.
- Consent
Whilst many of the functions of The Office can be carried out using the legal basis of the exercising of authority as an elected Member of Parliament, there may be instances, especially with regard to special categories of data (as above), where we need your explicit consent. When this is needed, we will always tell you why and how the information is used.
You have a lawful right to withdraw consent at any time by contacting The Office by email or post using the details in Section 1 of this document.
- Disclosure/Sharing of Data
If you are a Constituent and have contacted Dominic Raab about a personal or policy issue, it may be necessary for The Office to pass your personal data on to a third-party agent in the course of dealing with your request, such as Local Authorities or Government Departments. Under GDPR laws, any third-party agent that we may share your data with are obliged to keep your details securely, only use them for the basis upon which they were originally intended, and dispose of the details in a secure manner when they are no longer needed.
- Data Retention Policy
The Office will process and retain personal data in strict accordance with our published data retention policy, which can be viewed here.
- 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 refuses your request under rights of access, we will provide you with a reason why. You have the right to complain (see below)
- Accessing your data
At your request, The Office can confirm what information we hold about you and how it is processed.
Please see the ‘Subject Access Request’ Policy here for information about this
- Complaints
In the event that you wish to complain about how your personal data is being processed by The Office, you have the right to lodge a complaint with the Information Commissioners Office (ICO):
- Contact Email Form: https://ico.org.uk/global/contact-us/email
- Telephone: 01625 545 745
- Address: Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow, SK9 5AF
- Cookies on my Website or Blog
My website and blog only use a few basic cookies, including:
Google Analytics Cookies: _utma, _utmb, _utmc, _utmz. Google Analytics is software that lets us analyse how visitors use the site. We use this information to improve our website and provide the best experience for visitirs. These cookies collect data in an anonymous form. Please see Google’s privacy policy here for further information. To opt out of these cookies, please visit Google’s website here.
PHP_session: This cookie allows the website to save your session state across different pages. It is a session cookie and will be destroyed when you close your browser. This cookie is essential for the site to function.
Cookies set up by Third Parties
We do not have access to data collected by third-party services and cannot prevent third-party services from setting these cookies. Below are details of third-party services more commonly used on or via my website or blogs.
YouTube: YouTube uses cookies to help maintain the integrity of video statistics, prevent fraud and to improve their site experience. If you view a video, YouTube may set cookies on your computer. You can find more information about the YouTube privacy policy, and how to opt out of their cookies, at: http://www.google.com/intl/en_uk/policies/privacy/
Facebook: Facebook has cookies to allow you to log in to your Facebook profile and ‘Like’ our Facebook page. You can find more information about the Facebook privacy policy, and how to opt out of their cookies, at: http://www.facebook.com/about/privacy/other
May 2018