Privacy Notice

This Privacy Notice has been created for Alan Brown MP, Member of Parliament for Kilmarnock and Loudoun and for his Constituency Office staff.  It provides an overview of the types of personal information we collect, how we routinely use it and who we may share it with. Within this notice we also explain the security measures we take to protect personal information, and how you can contact us to answer any questions you might have about our privacy practices. It particularly applies to information we collect about:

  • visitors to our website;
  • people who email / contact us;
  • people who contact us in relation to information requests, complaints and general queries;
  • job applicants and current and former staff.

Who we are

This is the constituency office for the Kilmarnock and Loudoun constituency. The current Member of Parliament for Kilmarnock and Loudoun is Alan Brown. The office discharges the duties and functions of an elected Member of the UK Parliament. Our Data Controller can be contacted directly either by email, phone or post:

  • Alan Brown MP -
  • 01563 501412
  • 31a Titchfield Street, Kilmarnock, KA1 1QW

Data Processing

Our processing of your personal information must be fair and lawful.  The personal data we collect will be used for the following purposes:

  • To assist you with a problem or concern.
  • To keep you up to date on a topic you have contacted the MP or office about.
  • To share news on the work undertaken by the MP (where we have your explicit consent).

Our lawful basis for processing personal data is:

  • As a public task within the legitimate role as a Member of Parliament.
  • For regular newsletter updates (where we have your explicit consent).
  • There may be instances where we require consent  as our lawful basis however we will inform you of this at the time.  You can withdraw that consent at any time by contacting the constituency office.

Legitimate interests pursued by us, or by third parties we use, are as follows:

  • As your Member of Parliament, Alan Brown is your elected representative at Westminster.
  • As your Member of Parliament it is reasonable to expect that Alan Brown will process your data in order to fulfil his duties.

As an MP Alan Brown is also permitted to process special categories of data - this will only be done where necessary in his role as an MP.

Special categories of personal data concerned may include:

  • Ethnic origin
  • Political opinions
  • Health, biometric or genetic data
  • Trade union membership
  • Religious and philosophical beliefs
  • Sexual orientation

Personal data that you provide to us

You may choose to provide personal information (such as your name, address, telephone number and email address) to us in a number of ways:

If you communicate with us by email, by phone, by post, by visiting the Constituency Office or through social media or the “Contact Us” link on this site, we may ask you for additional information so we can respond to your questions and comments.  The following information may be required depending on the nature of your enquiry.  This list is not exhaustive and we may require additional personal data depending on the enquiries you wish us to make on your behalf:

  • Contact telephone number
  • Email address
  • Date of Birth
  • National Insurance Number
  • Passport Number
  • Driving Licence details

We will only collect as much information as we need to carry out our essential processing on your behalf.

How we store your personal data

We aim to be as secure and paper free as possible and use a secure database called Caseworker MP and Microsoft’s encrypted Office 365 system for storing data.

When we receive an information request or a complaint, we will generate an electronic file.  This normally contains the identity of the requester or complainant and any relevant information to the request or complaint.  Any documents you provide or notes we take will be scanned and stored in this electronic file.

Personal information contained in these files will be kept in line with our information retention policy. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

Any paperwork that is required for a short term basis will be stored in a locked cupboard before being returned to you or shredded. 

You can read Caseworker MP's Service Privacy Policy here and Microsoft’s Privacy Policy here.

Personal data disclosure

We may need to share some or all of your data with a third party to help them answer any enquiries we are processing on your behalf.  This list is not exhaustive and we will always ask for your permission prior to contacting and sharing with a third party.

  • Westminster and Scottish Government Departments
  • Government Agencies
  • Other MPs and MSPs
  • Local Government and local Councillors
  • Citizens Advice Bureau
  • Utility Companies

Any third parties that we may share your data with are obliged to keep your details securely, under data protection tules, and to use them only to undertake the service they provide you on our behalf.

If we intend to transfer your personal data to a third country or international organisation we will provide 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.

Retention Policy

We will process your personal data until closure of your case and will store your personal data electronically on our encrypted and secure database for 10 years from the date your enquiry unless you request deletion before this period expires.

We will periodically review the personal information we hold to ensure that we do not keep it for longer than is necessary.

When Alan Brown ceases to be an MP all personal data will be deleted.

Withdrawal of consent & accessing your personal data

You can withdraw consent you have given at any time by contacting the constituency office.  If you wish to access data we may hold you can make a subject access request to the constituency office.  We need to ensure you are the data subject and so we require any of the following forms of ID when you request your personal data: Passport, driving licence, birth certificate, utility bill (from last 3 months) or similar type of photo/address identification.

Social Media Platforms

Communication, engagement and actions taken through external social media platforms that this website and its owner participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.

Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details.

External Links

Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website (External links are clickable text / banner / image links to other websites).

The owner of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.

General Information

This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

This privacy notice does not cover the links within this site linking to other websites.

We keep our privacy notice under regular review. This privacy notice was last updated on 23 May 2018.