Privacy Policy
On what legal basis do we collect information about you?
We collect information about you in order to provide the email your MP service. We further collect information by obtaining informed consent for marketing purposes.
Where we are fulfilling contractual obligations you have the right to object to processing. Where we are fulfilling legal obligations you have the right request that we erase information, to object to processing of your personal information and also to receive a copy of your information when you leave us. Where we have obtained consent for marketing, you can withdraw consent at any time. You can exercise all of these rights by contacting us directly.
Your rights under the Data Protection Act and GDPR are:
- The right to be informed – When your personal data is processed, we will tell you by whom, what data, how it is processed, where it is stored, why it is processed and when it will be deleted
- The right of access – You can access your data at any time by contacting us
- The right to rectification – You can request that we correct your information at any time by contacting us
- The right to erasure – You can request that we delete your information at any time by contacting us
- The right to restrict processing – Where you are challenging the accuracy of data we hold, our right to process that data, or the way in which we process your data, we will stop processing that data at your request whilst we determine the correct actions going forward
- The right to data portability – We will supply you with copies of your information in a machine readable format where requested
- The right to object – You can object to us processing your information at any time by contacting us
- Rights in relation to automated decision making and profiling – We do not currently carry out any automated decision making or profiling. Should we use automated decision making or profiling in the future we will give you information about these processes, we will allow you to request that we change a decision or have such decisions made by an individual and we will ensure that any systems continue to fulfil their intended purpose and make correct decisions
Should you feel that we have failed in our legal obligations to protect or process your data, you can lodge a complaint with the ICO at https://ico.org.uk/concerns/.
What information do we collect about you?
We collect information about you when you contact us via phone, email or our website and when you email a representative or MP. Website usage information is also collected, and can be enhanced through the use of cookies.
The categories of personal data that we may collect are:
- Name
- Email Address
- Address and post code
- IP address (for debugging purposes in server logs)
- Analytics data, including anonymised recordings of browsing behaviour (for user experience testing)
The special categories of personal data we collect are:
- Political opinions (through supporting campaigns)
How will we use the information about you?
We collect information about you to send emails to MPs and to pass to the National Emergency Briefing should you wish to hear more about their campaigns. Their privacy policy can be found here.
We will only share details as required to provide requested services, to ensure the functioning of those services, or as directed to do by law. We do not share any of your information with other organisations for marketing purposes. Where we share information with recipients of your personal data and third parties that process your data on our behalf (sub-processors), we have signed appropriate data processing agreements.
The sub-processors that we use are:
- Akismet (Automattic)
- Amazon
- BrowserStack
- Bytemark
- Callagenix
- Cloudsmart
- Custodian
- Easyspace
- FreeAgent
- Gandi
- Giacom Cloud Market
- Go Cardless
- Loqate (GB Group)
- Microsoft
- Nominet
- PayPal
- Slack
- Stripe
- Zoom
Where your information is stored and processed
When we store information electronically it is on both physically and electronically secure servers with no outside access. Personal data is stored on our UK based servers in data centres in Maidstone, Dartford, and York. In some instances data is processed outside of the European Economic Area in countries or territories with an adequacy decision. Such adequacy decisions state that the relevant country or territory offers appropriate levels of protection to ensure the rights of data subjects.
Where data is processed in a country or territory without an adequacy decision, we have obtained model contract clauses or have confirmed that the sub-processor is covered by the Privacy Shield agreement. You can obtain copies of the relevant model contract clauses by contacting us directly.
The sub-processors we use that store data outside of the European Economic Area in countries without an adequacy decision are:
- Akismet (Automattic)
- BrowserStack
- PayPal
- Slack
- Stripe
- Zoom
How long will we process your information for
We retain data for a variety of purposes and thus the retention period varies depending on the nature of the data and the service we offer. Where we process data on behalf of data controllers, we follow their requirements. Where consent has been obtained, we will keep that consent under review and refresh it where necessary or where required to by data controllers for whom we process data.
The periods for which we retain personal data and or seek to refresh consent are:
- Backups of server data – 5 months
- Data we process on behalf of data controllers from the date at which they are no longer a customer – 5 months
- Data we process on behalf of data controllers from the date at which consent to process that data is withdrawn by the data subject – 5 months
- Analytics data stored by Microsoft (Clarity) – 12 months
- Analytics data stored by Google (Google Site Kit) – 18 months
- Analytics data stored by Facebook (Pixel) – 2 years
- Analytics data stored by Matomo (Piwik – self-hosted) – 5 years
- Data stored by Google reCAPTCHA – 18 months
- Spam data stored by Akismet (Automattic) – 90 days
Access to your information and correction
You have a right to request a copy of the information we hold about you. If you would like a copy of some or all of your personal information, please email or write to us.
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information from our files that you think is inaccurate.
Website tracking
We may use cookies to track individuals that use the websites we have provided. We do so to provide aggregate website usage and usability data that cannot identify the actions of any particular user.
The third-party services we use on our websites that may set tracking cookies are Clarity, Google Site Kit, Google reCAPTCHA, Akismet, and Pixel. We also use a self-hosted instance of Matomo (Piwik) that may set tracking cookies.
Other websites
Our website contains links to other websites. This privacy policy only applies on this website, so when you follow links to other websites you should read their own privacy policies.
Changes to our privacy policy
We keep our privacy policy under review and will update this page as required. This policy was last updated on 22 April 2026.
How to contact us
Please contact us if you have any questions about our privacy policy:
- by phone on 01303 905245
- by email to gary@praterraines.co.uk
- by post to Gary Fuller, Prater Raines Ltd, 98 Sandgate High Street, Folkestone CT20 3BY
To make a subject access request or find out more about the information we hold about you, please contact our Data Protection Officer Gary Fuller:
- by phone on 01303 905245
- by email to dpo@praterraines.co.uk
- by post to Data Protection Officer, Prater Raines Ltd, 98 Sandgate High Street, Folkestone CT20 3BY
