Privacy Policy

Introduction 
This Privacy Policy explains how the Office of Tom Hayes MP (“we,” “us,” or “our”) collects, uses, and protects your personal information when you visit our website, tomhayes.org.uk, or interact with us online. We are committed to safeguarding your privacy and ensuring that your personal data is handled in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable legislation. 

Who We Are 
Tom Hayes MP is a Member of the UK Parliament, representing Bournemouth East. The Office of Tom Hayes MP is the Data Controller for any personal data collected via this website. If you have questions about how your personal data is handled, please contact us using the details at the end of this policy. 

What Information We Collect

Personal Information You Provide:

• Contact Details: If you fill out an online form, sign up for a newsletter, or email us, we may collect your name, email address, postal address, telephone number, and any other information you choose to provide. 
• Casework Information (including Special Category Data): If you contact Tom Hayes MP for assistance, we may collect details related to your case, which could include sensitive personal data such as health information or information about your political opinions. We only process such data where it is necessary and in accordance with data protection laws.

How We Use Your Information
We use your personal data for the following purposes: 

• Responding to Inquiries and Casework: To reply to your messages and provide assistance with issues you raise as a constituent. When processing casework, we may handle special category data and do so under conditions permitted by law (e.g., substantial public interest). 
• Constituency Representation: To carry out the public tasks and official duties of Tom Hayes MP. 
• News and Updates (with Your Consent): If you have opted in, we will send newsletters and updates about Tom Hayes MP’s activities, campaigns, and parliamentary work. You may withdraw your consent at any time by using the “unsubscribe” link in our emails or by contacting us. 
• Website Improvement and Analytics: To analyse and improve our site’s design, content, and functionality, ensuring it best serves visitors’ needs. 
• Legal and Regulatory Compliance: To comply with our legal and regulatory obligations, or where required by law or parliamentary regulations. 

Legal Bases for Processing 
Depending on the specific processing activity, we rely on one or more of the following legal bases: 

• Consent: For sending you newsletters or updates when you have voluntarily signed up. 
• Public Task: For handling casework and responding to constituent queries as part of Tom Hayes MP’s official duties. 
• Legal Obligation: Where processing is necessary for compliance with legal or regulatory obligations. 

How We Share Your Information 
We will not sell or rent your personal information. We may share your data with: 

• Parliamentary Staff and Contractors: Our staff and trusted service providers (e.g., website hosting, newsletter distribution services, case management software) who help us operate this website or assist in handling casework. All third parties are required to keep your personal data secure and to use it only for the purposes we specify. 
• Government Agencies and Public Bodies: If required by law, court order, or other governmental or legal authority, or if you request we do so for the purposes of assisting with your casework. 
• Other MPs or Relevant Organisations: Where referral or collaboration is necessary to resolve your case or address a concern. You should state explicitly from the first communication if you do not want us to share your details with any other agencies or organisations. In some cases, this may mean that we will not be able to help you with your case. 

If any service providers are located outside the UK, we will ensure appropriate safeguards are in place to protect your data. 

Data Retention 
We retain personal data only for as long as is necessary to fulfil the purposes outlined in this policy, or as required by law or parliamentary guidance. Casework data is typically retained in accordance with parliamentary guidelines and will be securely disposed of when no longer required. 

Your Rights 
You have the following rights regarding your personal data: 

• Right of Access: To request a copy of the personal data we hold about you. 
• Right to Rectification: To request corrections if your data is inaccurate or incomplete. 
• Right to Erasure: To request the deletion of your personal data under certain conditions. 
• Right to Restrict Processing: To request that we limit how we use your data. 
• Right to Object: To object to certain processing, such as receiving marketing communications. 
• Right to Data Portability: To request a copy of your data in a commonly used and machine-readable format. 

If you wish to exercise any of these rights, please contact us using the details below. We will respond within one month. 

How to Withdraw Consent 
If at any time you wish to withdraw your consent for receiving newsletters or other communications, simply click the “unsubscribe” link in our emails or contact us using the details at the end of this policy. 

Security Measures 
We take the security of your personal data seriously. We employ appropriate technical and organizational measures to protect it against unauthorized or unlawful processing, accidental loss, destruction, or damage. However, please note that no transmission over the internet can be guaranteed entirely secure, and you provide data at your own risk. 

Minors’ Data 
Our website is primarily intended for adults. If we become aware that we have collected personal data from a child under the age of 13 without appropriate consent, we will take steps to delete it promptly. If a safeguarding concern is raised involving a minor, we may refer this matter to the appropriate safeguarding authority or agency in line with our legal and ethical obligations. 

If you believe we may have collected such data or have a safeguarding concern, please contact us directly. 

Third-Party Websites 
Our website may contain links to external websites. We are not responsible for the privacy practices or content of these third-party sites. We encourage you to review their privacy policies before providing personal data. 

Complaints 
If you have concerns about how we handle your data, please contact us directly so we can address your issue. If you remain unsatisfied, you have the right to lodge a complaint with the UK’s data protection authority, the Information Commissioner’s Office (ICO) at [https://ico.org.uk/].

Changes to This Privacy Policy 
We may update this Privacy Policy from time to time to reflect changes in the law, our practices, or for other operational, legal, or regulatory reasons. Any updates will be posted on this page, and we recommend checking it periodically.

Contact Us 
If you have any questions, concerns, or wish to exercise your rights under this policy, please contact the Office of Tom Hayes MP:

• Email: [email protected]
• Post: House of Commons, London, SW1A 0AA

Last Updated: 16.12.24

We’ll use the information you provide to inform Tom Hayes MP’s considerations on this topic, and to contact you after the debate with an update. If you want to withdraw your consent, please contact [email protected].