We respect your right to privacy. This privacy policy sets out details about the way we process personal data that we collect from you and how we may use your information.

About us

In this policy and any linked notice, references to 'us', 'our' or 'we' are Commonwealth Parliamentary Association UK Branch (CPA UK). The Chief Executive is the Controller of any personal data processed as described in this Privacy Notice.

If you have any questions about the use of your personal data, please contact us:

Commonwealth Parliamentary Association UK Branch (CPA UK)

• Email: cpaukdata@parliament.uk
• Telephone: 0207 219 5373
• Post: Marked Private and Confidential and addressed to CPA UK Data Protection Team, Westminster Hall, Houses of Parliament, London, SW1A 0AA (Please note that incoming post to CPA UK is not currently being processed due to fully remote-working arrangements)

Collection of your personal data

When you contact us, visit us, access or use our services either online, by post, in person or by other means, we may collect, store and use your personal data. This includes:

• Name, address, phone number, email address, other personal contact details;
• Bank account/credit card details;
• Photographs; proof of identity
• Preferences, dietary or access requirements
• Personal data that you share when you contact us by letter, email, phone or other means
• Personal data required for security purposes

Use of your personal data

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• You have corresponded with the CPA UK or taken part in its work e.g. participating in workshops/seminars/visits/webinars and other online forums
• You have visited the CPA UK
• You have requested a publication or other information from us
• You have provided feedback or completed a survey

Use of Personal data and lawful basis  

We process your personal data so we can:

• Make sure that CPA UK functions properly
• Explain and promote the work of CPA UK
• Provide you with goods, facilities or services

There are certain circumstances where we rely on your personal data to facilitate services to you. Whilst there is no obligation to provide this, it may affect the range of services you can access.

The reason we collect your personal data also known as the lawful basis defines the purpose for processing information. These include:

• Where we have your consent to do so
• Where we need the personal data for the performance of a contract
• Where necessary to fulfil a legal obligation
• Where it is necessary for the performance of our public task
• Where the processing is necessary for our legitimate interests

Special categories of personal data

A further lawful basis is required when processing special categories of personal data as these require greater protection. Special categories include: racial or ethnic origin; religious or philosophical beliefs; trade union membership; genetic and biometric data; health data; sex life or sexual orientation. The lawful basis will differ dependent on the circumstances but might include processing where we have your explicit consent to use the data or where it is necessary for substantial public interest.  We may also use your personal data and special category data to protect your vital interests or the vital interests of others you are associated with, if it were to become necessary, for example, whilst visiting CPA UK.

Who we share your personal data with

Where necessary or with your consent, we may share personal data with:

• House of Commons Administration
• House of Lords Administration
• Project sponsors and delivery partners
• Providers of goods and services who have contracts with us
• Organisations holding events at Parliament which you are attending

We may also share your data when there is a legal requirement to do so, for example with the Police or similar organisations for security purposes.

Storage and security

We take the security of your data seriously. All personal data you provide to us will be stored and processed securely, both physically and electronically. Where we use third party processors, we ensure appropriate contracts, security and duty of confidentiality are in place and technical and organisational measures to ensure the security of data have been assessed as appropriate. Personal data is predominantly held in data centres within the UK or the wider European Economic Area for the purposes of hosting, maintenance and back up. We (or processors acting on our behalf) may also store or process your personal data in countries outside the European Economic Area but only where we are assured of the security of the data and the adequacy of the data protection regimes of those countries and organisations holding the data. CPA UK will retain your personal data for as long as is necessary for the purpose it was collected. Retention periods can be found in the CPA UK Retention Schedule available on request.

Your rights

We will ensure you can exercise your rights in relation to the personal data you provide to us. These are as follows:

• Where we are relying on your consent to use your personal data, you can withdraw that consent or unsubscribe from our services at any time using the contact details set out above.
• You can request access to the personal data we hold about you at any time by contacting cpaukdata@parliament.uk
• 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.
• You can ask for a copy of your information in a machine-readable format to allow you to obtain and reuse your personal data for your own purposes across different services. (the right to data portability).
• If you have any privacy-related questions or unresolved problems relating to the use of your personal data, you can contact us on cpaukdata@parliament.uk
• You also have the right to complain to the Information Commissioner's Office, the supervisory authority, about our collection and use of your personal data. They can be contacted at Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, www.ico.org.uk.

Further details about your rights and the complaints process can be found on the Information Commissioner's website