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Dr Whitford’s Privacy Notice in full:

Privacy Statement

Personal Data

Under the General Data Protection Regulation (GDPR) personal data is defined as:

“any information relating to an identified or identifiable natural person (‘data
subject’); an identifiable natural person is one who can be identified, directly
or indirectly, in particular by reference to an identifier such as a name, an
identification number, location data, an online identifier or to one or more
factors specific to the physical, physiological, genetic, mental, economic,
cultural or social identity of that natural person”.

How we use your information
This privacy notice tells you how Dr Whitford’s office will collect and use your
personal data for further services such as progressing enquiries, processing
complaints, newsletter subscriptions, etc.

Why does Dr Whitford’s need to collect and store personal data?
In order for us to progress your enquiry we need to collect personal data. 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.
In terms of being contacted with updates in relation to Dr Whitford’s work and
activities, Dr Whitford’s office will ask you for additional consent.

Will Dr Whitford’s share my personal data with anyone else?
We may pass your personal data on to third-party service providers associated with
Dr Whitford’s office in the course of dealing with you, such as local authorities,
government agencies, public bodies, health boards, regulators, and so on. Any
third parties that we may share your data with are obliged to keep your details
securely and to use them only to progress our enquiries with them in relation to
you. When they no longer need your data to fulfil this service, they will dispose of
the details in line with our procedures. If we wish to pass your special categories of
personal data to a third party we will only do so once we have obtained your
consent, unless we are legally required to do otherwise.

How will Dr Whitford’s use the personal data it collects about me?
Dr Whitford’s office will process (collect, store and use) the information you provide
in a manner compatible with the General Data Protection Regulation (GDPR). We
will endeavour to keep your information accurate and up to date, and not keep it
for longer than is necessary. Dr Whitford’s office policy is to retain the information
for one full Parliamentary term, or what it remaining thereof, unless you request
otherwise. Please note, however, that Dr Whitford’s office is required to retain
information in accordance with the law, such as information needed for income tax
and audit purposes, and how long certain kinds of personal data should be kept
may also be governed by specific requirements and agreed practices. Personal data
may be held in addition to these periods depending on individual needs.

Under what circumstances will Dr Whitford’s office contact me?
Our aim is not to be intrusive and we undertake not to ask irrelevant or
unnecessary questions. Moreover, the information you provide will be subject to
rigorous measures and procedures to minimise the risk of unauthorised access or
disclosure.

Can I find out the personal data that Dr Whitford’s office holds about me?
At your request, Dr Whitford’s office can confirm what information we hold about
you and how it is processed. If Dr Whitford’s office does hold personal data about
you, you can request the following information:

  • Our identity and the contact details;
  • Contact details of the Data Protection Officer;
  • The purpose of the processing as well as the legal basis for processing;
  • If the processing is based on the legitimate interests of Dr Whitford’s office or a
    third party, information about those interests;
  • The categories of personal data collected, stored and processed;
  • Recipient(s) or categories of recipients that the data is/will be disclosed to;
  • If we intend to transfer the personal data to a third country or international
    organisation, information about how we ensure this is done securely. The EU has
    approved sending personal data to some countries because they meet a
    minimum standard of data protection. In other cases, we will ensure there are
    specific measures in place to secure your information;
  • How long the data will be stored;
  • Details of your rights to correct, erase, restrict or object to such processing;
  • Information about your right to withdraw consent at any time;
  • How to lodge a complaint with the supervisory authority;
  • Whether the provision of personal data is a statutory or contractual
    requirement, or a requirement necessary to enter into a contract, as well as
    whether you are obliged to provide the personal data and the possible
    consequences of failing to provide such data;
  • The source of personal data if it wasn’t collected directly from you;
  • Any details and information of automated decision making, such as profiling,
    and any meaningful information about the logic involved, as well as the
    significance and expected consequences of such processing.
    What forms of ID will I need to provide in order to access this?
    Dr Whitford’s office accepts the following forms of ID when information on your
    personal data is requested:
    Photographic identification (passport or driving licence) together with a utility bill
    or bank statement from the last 3 months. Where photographic identification
    cannot be obtained, a birth certificate may be provided.

Data Protection Officer:
Heather Knox
Office of Dr Philippa Whitford MP
Landek House, Bank Street, Irvine KA12 8AS
Email: heather.knox@parliament.uk
Tel: 01294 311 160

About the author 

Heather Knox

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