Privacy Policy
1. Who we are
This policy explains how [PROVIDER — company name] ("we", "us") collects and uses personal data when you use the Parliamentary Briefing service at parliamentarybriefing.com (the "Service"). We are the data controller. Contact us at support@parliamentarybriefing.com, [REGISTERED OFFICE ADDRESS]. [If registered with the ICO: registration no. [ICO NO.].] We handle personal data in line with UK data protection law, including the UK GDPR and the Data Protection Act 2018.
2. The personal data we collect
- Account & registration data — your email address, the charity name and registration number you provide, and (if given) your name.
- Content you provide — materials you upload or enter, such as your organisation's context, strategy, or priorities. These may contain personal data if you include it.
- Usage & activity data — records of sign-ins, briefings generated, credits and referrals, and the reports you create. We also keep aggregate, non-identifying counts of visits to our public pages (for example the landing and signup pages) to measure conversion. These counts contain no personal data and set no cookie.
- Feedback you give us — briefing ratings, survey answers, and any written feedback you submit in the Service or send us by email. We use it to understand what's working and improve the Service.
- Technical data — IP address, request logs, and similar information needed to run and secure the Service.
The briefings themselves concern parliamentarians and are compiled from public sources (see clause 6); that public information is not collected from you.
3. How and why we use your data (and our lawful bases)
| Purpose | Lawful basis (UK GDPR) |
|---|---|
| Create and run your account; generate briefings; provide the Service | Performance of a contract |
| Verify charity eligibility with the Charity Commission | Legitimate interests (preventing misuse; ensuring eligibility) |
| Send sign-in ("magic") links and essential service emails | Performance of a contract |
| Measure conversion and funnel performance, understand usage, and improve the Service (first-party product analytics — no third-party trackers) | Legitimate interests (running and improving our service) |
| Maintain security, prevent abuse, and keep records | Legitimate interests; legal obligation |
| Comply with legal and regulatory obligations | Legal obligation |
Where we rely on legitimate interests, we have considered your rights and interests. You can object to that processing (see clause 8).
4. AI processing
To generate briefings, relevant inputs — including parts of the content you provide — are sent to our AI provider (currently Google, for the Gemini models) and to our search/embedding infrastructure. These providers process the data on our instructions to return output to you. We do not use your content to train third-party AI models where we can control this, and we configure providers accordingly where such options are available.
5. Who we share data with (processors)
We use trusted service providers who process data on our behalf, including:
- Hosting — Hetzner (servers in Germany).
- AI generation — Google (Gemini).
- Search embeddings — Microsoft Azure OpenAI.
- Transactional email — Resend.
- Charity verification — the Charity Commission for England and Wales (a lookup of the charity number you provide).
- Domain, monitoring, and operational tooling — [e.g. Porkbun, UptimeRobot, Healthchecks.io].
We may also disclose data where required by law, or in connection with a reorganisation or sale of our business. We do not sell your personal data.
6. Public data about parliamentarians
Briefings are compiled from public sources such as the UK Parliament's records (for example Hansard and parliamentary APIs), the Charity Commission register, official statistics, and media coverage. Any personal data about parliamentarians within briefings originates from these public sources and is processed for the legitimate interest of helping charities engage with public officials on matters of public interest.
7. International transfers
Some providers (for example our AI provider) may process data outside the UK. Where personal data is transferred outside the UK, we rely on appropriate safeguards, such as the UK International Data Transfer Agreement or Addendum to the EU Standard Contractual Clauses, or an adequacy decision. [Confirm the specific mechanism for each provider before launch.]
8. Your rights
Under UK data protection law you have the right to: access your personal data; have it corrected; have it erased; restrict or object to processing; data portability; and, where we rely on consent, to withdraw it. To exercise these rights, contact support@parliamentarybriefing.com. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk, though we would welcome the chance to resolve any concern first.
9. Retention
We keep account and content data for as long as your account is active and for a reasonable period afterwards, then delete or anonymise it, unless we need to keep it longer for legal, security, or record-keeping reasons. You can ask us to delete your account and associated data at any time (subject to any retention we are required to keep).
10. Cookies
We use a single essential cookie to keep you signed in after you use a magic link. It is necessary for the Service to function and is not used for advertising or third-party tracking. Our analytics are first-party and measured on our own servers: we set no analytics or advertising cookies, and the page-view counts described in clause 2 are aggregate and cookieless.
11. Security
We take reasonable technical and organisational measures to protect personal data, including encryption in transit (HTTPS), access controls, network isolation of internal systems, and backups. No system is completely secure, but we work to protect your data and to detect and respond to issues.
12. Children
The Service is intended for adults acting for charities and is not directed at children.
13. Changes to this policy
We may update this policy from time to time. We will post the updated version here and, if the changes are material, take reasonable steps to notify you.
14. Contact
For any privacy question or to exercise your rights: support@parliamentarybriefing.com, [PROVIDER — company name], [REGISTERED OFFICE ADDRESS].