Data Protection

Data Protection Statement

How we use your information:

This privacy statement tells you how we, Alex Chalk MP’s Office, will collect and use your personal data for the purposes of assisting constituents with specific policy/casework related queries and to assist Alex in completing his duties as the Member of Parliament for Cheltenham.

Who is the Data Controller?

The Data Controller is Alex Chalk, Member of Parliament for Cheltenham

Personal data

Under the EU’s 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 we, Alex Chalk’s Office, will collect and use your personal data for the purposes of assisting constituents with specific policy/casework related queries, and to assist Alex in completing his duties as the Member of Parliament for Cheltenham.

Why does Alex Chalk’s Office need to collect and store personal data?

In order for us to assist our constituents with specific/casework related queries, we sometimes need to collect personal data. This office processes constituents’ data for casework and policy purposes 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. 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.

We like to keep constituents updated about specific areas of interest they have contacted us about (for example housing, broadband, transport schemes, etc) in line with GDPR regulations

Alex Chalk maintains a Fortnightly Update mailing list to keep his constituents updated about his work in Cheltenham and Westminister. Constituents will only be added to this list when they specifically request us to do so, in line with the lawful basis of consent.

Will Alex Chalk’s office share my personal data with anyone else?

We may pass your personal data on to third-party service providers in the course of dealing with your casework or policy query, such as local authorities, government agencies, public bodies, health trusts, 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 help to fulfill your specific request. 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.

We will not share the personal information of members of the Alex Chalk MP's Fortnightly Update list, unless the individuals concerned specifically request us to do so.

How will Alex Chalk’s office use the personal data it collects about me?

Alex Chalk’s office will process (collect, store and use) the information you provide in a manner compatible with the EU’s 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. Alex Chalk’s office is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. 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.

For how long will you keep my personal data?

Alex Chalk’s office will process and store personal data for up to five years or as long as is required to resolve any issue raised by the constituent. This policy is based upon experience and is designed to secure the best possible outcomes for constituents. Retention and disposal of records schedules are stored and regularly updated.

Casework and policy queries are often revisited to provide the best service and representation for constituents, from whom we may continue to receive correspondence. Therefore, we feel it is reasonable for an elected representative to hold personal data for up to five years or as long as is required to resolve any issue raised by the constituent.

Under what circumstances will Alex Chalk’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.

Data Sources 

Data held is that provided by you when you contact us and correspondence with third parties in response to cases taken up on your behalf. If you do not wish for us to contact you by telephone please do not provide this information. The Register of Electors that councils provide to authorised persons under the Representation of the People Act is also used for electoral purposes and for communications regarding Alex Chalk's Parliamentary tours. 

Can I find out the personal data that Alex Chalk’s office holds about me?

At your request, Alex Chalk’s office can confirm what information we hold about you and how it is processed. If Alex Chalk’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 Alex Chalk’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?

Alex Chalk’s Office accepts the following forms of ID when information on your personal data is requested:

Passport, driving licence, birth certificate, utility bill (from last 3 months)

Contact details of the Data Controller:

Alex Chalk MP

2 Henrietta Street


GL50 4AA

01242 210473