Online Privacy Notice
This Privacy Notice relates to the processing of Personal Data by the Office of Will Quince, Member of Parliament for Colchester.
Who is the Data Controller?
The Data Controller is Will Quince, Member of Parliament for Colchester.
Why does the Office of Will Quince need to collect and store Personal Data?
The Office of Will Quince describes the staff, interns, persons undertaking work experience and volunteers working in both the parliamentary and constituency offices who discharge the duties and functions of an elected Member of Parliament. In this role, we undertake constituency casework and responds to email queries about policies sent to Will Quince by the residents of Colchester, as well as other duties. We also undertake surveys of residents to inform Will Quince's activities as well as book constituents into tours and events.
In order for us to discharge the duties and functions of a Member of Parliament, we process your data under the lawful basis of public task. In instances where this is not sufficient, such as casework viewed as exceptional or for booking tours and events, we will seek explicit consent. 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.
Will the Office of Will Quince share my Personal Data with anyone else?
Any Personal Data which is processed to handle constituency casework may be shared with third parties – such as local authorities, public bodies, health trusts and regulators – for the sole purpose of resolving the casework. Any third parties that we may share Personal Data with are obliged to keep your details securely, to use them only for the basis upon which they were originally intended, and dispose of them when no longer needed.
We follow a policy of data minimisation: where Personal Data is shared, it will be strictly limited to what is necessary.
We reserve the right to share data without first seeking consent, however you will be notified in such instances. Where instruction has been given to not share Personal Data, we will follow said instruction unless there is a legal requirement to do so.
Personal Data which is processed as part of policy queries, survey responses, or for booking tours and events will not be shared with third parties.
How will the Office of Will Quince use the Personal Data it collects on me?
The Office of Will Quince will process (collect, store and use) the information you provide in a manner compatible with the EU’s GDPR. We will endeavour to keep your information accurate, and as such require all correspondence received to include your name and address to (1) ensure you are a constituent and (2) to make sure our data is up to date.
We will not keep your Personal Data for longer than necessary. Having considered what is an appropriate period, we will hold Personal Data processed for constituency casework, policy queries and survey responses for one parliamentary term or five years, whichever is shorter. This is because we consider there to be a benefit to carrying out our functions and duties from being able to revisit previous correspondence throughout the parliamentary term. We will hold Personal Data processed for tours/events for one month after the tour/event has taken place.
We will undertake deletion of Personal Data in the August following this period. You can contact us before deletion to request that we continue to hold your Personal Data for a further parliamentary term or five years (whichever is shorter).
We may hold Personal Data beyond the stated retention period where we believe there to be a justifiable and necessary reason, such as for legal or safeguarding considerations.
What rights do I have to my 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 the right to correct data which we hold on 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, you have the right to restrict the processing of your data
- Right of Portability – You have the right to have the data which we hold on 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 have the right to be subject to the legal effects of automated processing or profiling
- Right to Judicial Review – If we refuse your request under Right of Access, we will provide you with a reason why and you will have the right to complain.
What forms of ID will I need to provide to access this?
The Office of Will Quince requires a form of ID from each of the following categories when information on your Personal Data is requested:
- Photo ID: Passport, Driving Licence
- Paper ID: Birth Certificate, Utility Bill
Contact Details of the Data Controller
Office of Will Quince, House of Commons, London, SW1A 0AA
0207 219 8049