Sarah Olney (of 108 South Worple Way, East Sheen SW14 8TN, phone: 020 8876 0986, email: firstname.lastname@example.org is committed to respecting and protecting your personal data. This policy explains who Sarah Olney is, what personal data (“Data”) she collects, how she uses it, information on your rights, and how you can contact her. The way Sara Olney is able to process personal data is governed by the General Data Protection regulations (GDPR) and Data Protection Act (DPA) 2018.
Who is collecting your data:
For the purposes of UK data protection law, Sarah Olney is the Data Controller of all personal data sent to her by constituents in her capacity as the Member of Parliament for Richmond Park.
From 01 April 2019 elected representatives and prospective representatives (including police and crime commissioners) are exempt from paying a fee and registering with the Information Commissioner’s Office (ICO). For more information on this visit: https://ico.org.uk/for-organisations/in-your-sector/political/
How your data is collected, used and stored:
When you contact Sarah Olney seeking assistance with a casework issue or to ask a question about local or national policy issues you will be asked for some personal data to enable her and her office to respond. Your data may also be collected on Sarah Olney's website, SarahOlney.com, by Wix, the website host, on behalf of Sarah Olney. Sarah Olney is the data controller for personal information gathered by Wix on her website.
Sarah Olney will use your data for the purposes for which you provide it. Whilst Sarah Olney MP will treat as confidential any personal information that you pass to her, she will normally allow staff and authorised volunteers to see it if this is needed to help and advise you. Sarah Olney MP may pass on all or some of the information, unless requested otherwise, to agencies if this is necessary to help with your case.
Sarah Olney may wish to write to you from time to time to keep you informed on issues that you may find of interest. Please let her know if you do not wish to be contacted for this purpose. Sarah Olney may share some of your data, including your name and email address, with the Liberal Democrats for the purpose of communicating with you.
Sarah Olney takes the security of your data extremely seriously. Your data will be stored on secure servers in a locked and protected environment. Access to your personal data will be limited to Sarah Olney and her staff for the purpose of dealing with your query/case and maintaining office records.
Categories of Personal Data collected may include:
Correspondence related to your query/casework
Case or identification numbers related to your case or query
Who your data may be shared with:
When taking up casework or policy questions on your behalf, it may be necessary for Sarah Olney and her office to share the personal data you provide with government departments, local authorities and other public bodies. Sarah Olney MP will only share as much information as is necessary to take your case forward.
Other than in the circumstances above, Sarah Olney will not share your personal data with other organisations or individuals without your explicit consent.
How long your data will be kept:
Sarah Olney and her office will only keep your personal information for as long as it is necessary to fulfil the purposes described in this policy. Unless you request otherwise, Sarah Olney and her office will retain your data for up to five years after your case has been closed in case you get in touch again.
The legal basis for processing your data:
Under GDPR personal data can only be processed using a lawful basis defined in Article 6.
Sarah Olney will process your data using the lawful basis of consent (Article 6a). Your data will be retained and processed in the future under the legal basis of Legitimate Interests (Article 6f) for the purpose of managing constituents’ casework and policy concerns effectively and/or the legal basis of task carried out in the public interest or in the exercise of official authority vested in the controller (Article 6e).
Special Category Data:
It may be the case that you disclose personal data classified as special category data under GDPR as part of your casework or policy concern. This may include information related to health, sexuality, race, ethnicity and religion. Under GDPR this data can only be processed using a lawful basis under Article 6 and a condition of processing defined in Article 9. Sarah Olney MP will process such data under Article 6(a) (Consent) and Article 9(a) (Consent).
You have several rights in relation to your data and can choose how it is used. You can:
Obtain copies of the data we hold about you (known as a “subject access request”)
Request that we correct or update any data held about you
Withdraw your consent and ask that we delete your data or restrict the ways in which we use your data
Request that data you have given your consent for us to use is provided in an electronic format so it can be transferred to another data controller (known as “data portability”)
Opt-out of receiving further communications from us via any medium at any time.
You also have the right to make a complaint directly to the Information Commissioner's Office. They can be contacted at: https://ico.org.uk/global/contact-us/ and concerns can be also logged via: https://ico.org.uk/concerns
Please note that Sarah Olney is not required to comply with Freedom of Information requests.
If you would like more information on any of the above, or have any questions about this policy, then please contact our data protection representative by emailing Ellen.Purton@parliament.uk or by ph0oning the office on 020 8876 2986.
Updated: 16 May 2023