As the MP for Norwich North, I and my constituency staff correspond with constituents to answer policy enquiries, take up casework, 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 am the Data Controller.  By virtue of my work as a Labour MP, my office staff will also have access to limited data in order 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

Policy enquiries and casework (where a constituent seeks my support on a matter that affects them personally) bring with them personal data provided by or on behalf of the constituent.  This personal data may include, but is not limited to: name, address, email address, telephone number.  

It may also 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. 

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 well as an additional condition to process.  

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. 

Lawful basis for processing 

Personal data is processed for one or more of the following lawful bases: 

• where we have your consent to do so (UK GDPR Article 6 (1) (a)),  

• where we have a contract to do so (UK GDPR Article 6 (1) (b)),  

• where we have a legal obligation to do so (UK GDPR Article 6 (1) (c)),  

• where the we need to process personal data to protect someone’s vital interests (UK GDPR Article 6 (1) (d)), 

• where we need to for the purposes of our public task and parliamentary functions (UK GDPR Article 6 (1) (e)), 

• where the processing is in our legitimate interests and not overridden by your rights (UK GDPR Article 6 (1) (f)). 

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 in order to be able to give you full support, should you contact us again for help. 

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. 

Donating to the Party 

If you wish to make a donation to Alice MacDonald MP or to the Labour Party, we will put you in touch with the Norwich Labour Party or the Labour Party head office. 

The information they ask for is used to process your donation and, if you donate more than £500, to check that you are on the electoral register which is a legal requirement under the Political Parties, Elections and Referendums Act 2000. If you donate more than £1,500 to a Labour Party accounting unit (eg. Constituency Labour Party or the Scottish Labour Party) or more than £7,500 to the Labour Party nationally in the course of a calendar year, your name and the amount of your donation will be reported to the Electoral Commission for publication on their public register of donations to the Labour Party. Donation information will be stored in the Labour Party membership database and used to keep you informed of Labour news, campaign, and other opportunities to support the Party. 

Your rights 

You have the following rights in relation to your personal information. Should you wish to exercise these rights, please contact the Constituency 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”  

• Alternatively you have the right 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