Privacy policy

Data Protection and Privacy Policy for Southampton Branch, a Local Branch of Reform UK Party Limited (“Reform UK”)

Effective Date: 15 June 2025

1. Introduction

Southampton Branch (“we,” “our,” or “us”) is committed to safeguarding the privacy and personal data of our members, volunteers, supporters, and members of the public. This policy sets out how we collect, use, store, and protect personal data, and explains your rights under the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.

2. Who We Are

We are an unincorporated association operating as a local branch of Reform UK, a registered political party. As a data controller, we are required to register with the Information Commissioner’s Office (“ICO”).

3. Purpose of This Policy

This policy is intended to:

explain what personal data we collect and how we use it;
provide transparency about how we handle your data; and
outline your rights and how you can exercise them.

4. Personal Data We May Collect

We may collect and process the following categories of personal data:

Contact information: name, address, telephone number, email address;
Political opinions: e.g., views expressed during canvassing, surveys, or correspondence;
Membership details: data relating to your Reform UK membership status;
Event participation: attendance records for meetings, campaigns, and events;
Photographs and video: images or recordings taken at events (with appropriate consent).

We may also collect special category data (e.g. political opinions) with your explicit consent or under the lawful bases available to political parties and associations.

5. How We Use Your Personal Data

We use your data to:

manage membership records and communications;
support political campaigning, canvassing, and policy engagement;
organise and administer events;
facilitate candidate selection and internal democratic processes;
comply with legal and regulatory obligations (e.g. Electoral Commission requirements); and
send newsletters and other communications (with your consent where required).

6. Lawful Bases for Processing

We rely on the following lawful bases to process personal data:

Consent: where you have given explicit permission;
Legitimate interests: to promote democratic engagement and operate as a political organisation, provided your rights are not overridden;
Legal obligation: where we are required to process data by law or regulation.

For special category data, we rely on your explicit consent or Article 9 exemptions applicable to political activities.

7. Sharing Personal Data

We may share your data with:

Reform UK (the national party), for party coordination and membership administration;
C&G Regulatory Solutions Limited, which provides administrative support to the branch;
Third-party service providers, such as mailing platforms or event tools, under confidentiality and data processing agreements; and
Statutory authorities (e.g. Electoral Commission, ICO) where required by law.

We will never sell your data. We will not share your data with other third parties without your explicit consent unless legally required to do so.

8. Data Security

We take appropriate organisational and technical measures to secure your personal data, including:

password protection and encryption;
role-based access controls;
periodic reviews of our security practices.

9. Data Retention

We retain personal data only for as long as necessary for the purpose for which it was collected, including legal and accountability requirements. Retention periods are reviewed periodically and data is securely deleted when no longer required.

10. Your Data Protection Rights

You have the following rights under data protection law:

Right of access – request a copy of the personal data we hold about you;
Right to rectification – request correction of inaccurate or incomplete data;
Right to erasure – request deletion of your data in certain circumstances;
Right to restrict processing – request a temporary pause in processing;
Right to data portability – request your data in a structured format;
Right to object – object to data processing in specific scenarios, including direct marketing;
Right to withdraw consent – withdraw consent at any time where consent is the legal basis for processing.

To exercise any of these rights, please contact us using the details below.

11. Cookies (if applicable)

If we operate a website or online service that uses cookies, we will provide a separate cookie policy explaining how we use cookies and similar technologies. We do not use cookies for tracking or profiling without your consent.

12. How to Contact Us

If you have any queries about this policy or wish to exercise your rights, please contact:

Branch Secretary: Alexander Culley
Email: southamptonitchen@reformuk.com
Address: International House, George Curl Way, Southampton, SO18 2RZ

If you are not satisfied with our response, you can lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk.

13. Policy Review

This policy will be reviewed at least annually, or sooner if required by legal developments or organisational changes. Any material updates will be communicated to members and made available on request.

Approved by:
Sam Wright
Chairman, Southampton Branch – Reform UK
Date: 15 June 2025 (Version 3)