As the Member of Parliament (MP) for Dover and Deal, 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, Mike Tapp 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 and 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 Mike Tapp MP’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 Mike Tapp
MP by email: mike.tapp.mp@parliament.uk
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
