This privacy notice relates to the personal data processed by the Office of Bernard Jenkin, Member of Parliament for Harwich and North Essex (The Office), in relation to casework and policy queries.
Who is the Data Controller?
The Data Controller is Bernard Jenkin, Member of Parliament for Harwich and North Essex.
What does the Office do?
The Office discharges the duties and functions of an elected Member of Parliament. As part of this work, the Office conducts constituency casework and responds to policy queries, for which the Office must process personal data of Bernard Jenkin MP’s constituents.
How does the Office 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.
The Office is committed to ensuring that the information collected and used is appropriate for this purpose, and does not constitute an invasion of your privacy.
Will the Office share your data with anyone else?
If you have contacted Bernard Jenkin about a personal or policy issue, the Office 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 the Office may share your data with is 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 the Office of Bernard Jenkin MP’s procedures.
The Office will endeavour to keep your information accurate while it is held, and as such requires all correspondence to include your name and address to (1) ensure you are a constituent and (2) to make sure the Office’s data is up to date.
In any case, the Office will not use your personal data in a way that goes beyond your reasonable expectations in contacting Bernard Jenkin MP. Where instruction has been given not to share Personal Data, the Office will follow said instruction unless there is a legal requirement to do so.
For how long will you keep my personal data?
Unless specifically requested by you, or if a matter raised is ongoing, the Office will hold your personal data for no longer than one parliamentary term. If matters are ongoing, data will be retained until the end of the next parliamentary term and will only be used to progress the matter in question.
Casework and policy queries are often revisited to provide the best service and representation for constituents, from whom the Office may continue to receive correspondence. Therefore, the Data Controller feels it is reasonable for an elected representative to hold personal data for the duration of a parliamentary term.
Following an election, the Office will retain personal data for three months, during which time data subjects can contact the Office to ask that their data is retained, or the Office may seek confirmation that the data may be retained in some instances, until the next parliamentary term.
The Office 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, or with the consent of the data subject, and for good reason, for a limited time.
What rights do I have to my personal data?
At any point while the Office is 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 the Office holds about you.
- Right of rectification – you have a right to correct data that the Office holds about you that is inaccurate or incomplete.
- Right to be forgotten – in certain circumstances you can ask for the data the Office holds about you to be erased from the Office’s 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 the Office holds 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: if the Office refuses your request under rights of access, we will provide you with a reason why. You have the right to complain.
What forms of ID will I need to provide to access this?
The Office of Bernard Jenkin MP 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
How can I contact somebody about my privacy?
You can get in touch with the Office by letter, email or telephone using the details at the end of this document.
Contact Details of the Data Controller
Bernard Jenkin MP
House of Commons, London, SW1A 0AA
0207 219 4029