Polimapper Platform Privacy Policy

At Polimapper (a service provided by Senate Media Ltd), we value the trust and confidence you place in us and are committed to protecting your privacy. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy explains how we process data within the Polimapper platform, including data provided by our Clients and the stakeholder database we maintain.

1. Information We Collect

We collect and process personal data in three distinct ways:

A. Client Account Data: We collect information you voluntarily submit when creating an account or filling in forms, such as your name and email address.

B. Client Data (Uploaded Content): "Client Data" refers to any data or material provided by you for use on Polimapper. You are responsible for ensuring this data is accurate and complies with legal requirements.

C. Stakeholder Contact Data (The Polimapper Database): We curate a database of public representatives to facilitate democratic engagement. This includes names and official email addresses for MPs, MSs, MSPs, MLAs, Local Councillors, Mayors, and Police and Crime Commissioners.

Sourcing: All stakeholder contact data is sourced exclusively from official, publicly available sources, such as local authority (council) websites and official parliamentary registers.

D. Supporter Data (e-Action Services): When a Client uses Polimapper to host an e-action (such as a letter to an MP, an open letter, or a petition), we process personal data provided by members of the public ("Supporters") who complete these forms.

Data Collected: This typically includes name, email address, postcode, and any message content.

Purpose: To facilitate the transmission of the Supporter’s message to the intended stakeholder or to record their signature on a petition/letter. * Lawful Basis: For this specific activity, we act as a Data Processor. The Client acts as the Data Controller and is responsible for ensuring they have a valid lawful basis (such as consent or legitimate interest) for collecting and using this Supporter data

2. Lawful Basis for Processing

We process personal data under the following legal bases:

Contractual Necessity: To provide the Service as set out in our Agreement.

Legitimate Interest: We rely on Legitimate Interest (Article 6(1)(f) UK GDPR) to host and provide the Stakeholder Contact Data.

Our Interest: Providing an interactive map service that enables organizations to identify and communicate with relevant public representatives.

Public Interest: Facilitating transparency and engagement between the public/private sectors and elected officials.

Balance: As these addresses are published by official bodies specifically to facilitate contact regarding public duties, our processing is limited to professional contact details and does not override the rights of the data subjects.

3. Use of Information

We use the information within the platform for the following purposes:

Service Provision: To deliver the Polimapper platform and managed services as defined in the Agreement.

Data Export: To facilitate the identification and download of stakeholder contact details for use in the Client’s own external systems.

Engagement Tools: To provide technical infrastructure allowing Clients to host "e-action" campaigns, where the Client’s supporters can send templated communications to relevant stakeholders.

Direct Communication: To provide integrated email and mailmerge functionality, enabling Clients to contact stakeholders directly through the Polimapper interface.

Legal Compliance: We reserve the right to disclose Personal Data to comply with applicable laws or lawful government requests.

4. Data Roles and Responsibilities

The legal status of each party depends on the specific method of data use:

4.1 Senate Media as Independent Controller: Senate Media Ltd acts as an Independent Controller of the core stakeholder database curated within Polimapper. We are responsible for the lawful sourcing and maintenance of this data.

4.2 The Client as Independent Controller (Downloads & Campaigns): When a Client exports stakeholder data to their own systems, they become an Independent Controller of that copy of the data.

For "e-action" campaigns, the Client acts as the Controller for the campaign parameters, the template content, and the supporter data involved.

The Client is solely responsible for ensuring they have a valid legal basis for communication and for complying with the Privacy and Electronic Communications Regulations (PECR).

4.3 Senate Media as Processor (Platform Messaging): When a Client uses Polimapper’s internal tools to send emails or mailmerges directly through the platform, the Client remains the Controller, and Senate Media acts as a Data Processor, providing the technical means to execute the Client’s instructions.

4.4 Client Compliance and Responsibilities: As an independent controller of the data accessed through Polimapper, the Client (and its authorised users) must maintain the following compliance measures:

Lawful Basis: The Client is responsible for establishing and maintaining a valid lawful basis (e.g., Legitimate Interests or Consent) under the UK GDPR for any communications sent to stakeholders identified via the platform.

Communication Regulations: All outreach must comply with the Privacy and Electronic Communications Regulations (PECR), ensuring that stakeholders are provided with clear "opt-out" or unsubscribe mechanisms.

Data Security: Clients must implement appropriate technical and organisational measures to protect any stakeholder or supporter data once it has been exported from the platform or used in a campaign.

Supporter Transparency: When using e-action tools, the Client must provide its own Privacy Notice to members of the public, clearly explaining how their data will be used for advocacy or campaign purposes.

Data Accuracy: To ensure the integrity of the platform for all users, Clients should notify Senate Media Ltd of any known inaccuracies in stakeholder contact details so the master database can be updated.

5. Security and Retention

The Site has industry-standard security measures in place to protect against the loss or misuse of information under our control.

Stakeholder Data is reviewed regularly to ensure accuracy.

Client Data is retained only for the duration of the Service term.

6. Your Rights (Under UK GDPR)

You have the right to access, rectify, or erase your personal data, as well as the right to object to or restrict processing.

To exercise these rights, or if you are a stakeholder wishing to object to your inclusion in our database, please contact us at deregister@senatemedia.co.uk. We will respond within one month.

7. Contact Us

Email: preferences@senatemedia.co.uk

Post: Data Protection, Senate Media, 4 Croxted Mews, Croxted Road, London, SE24 9DA

Terms of Use: Polimapper Platform

Last Updated: 26th February 2026

These Terms of Use govern your access to and use of the Polimapper platform (the "Platform"). By logging in or using the Platform, you agree to these terms on behalf of yourself and the organisation you represent (the "Client").

1. Authorized Access

Access is permitted only to authorized users covered by a valid Polimapper Agreement.

You are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account.

You must notify Senate Media Ltd immediately of any unauthorized use of your account.

2. Use of Stakeholder Data

The Platform provides access to a database of public representatives (e.g., MPs, Councillors).

Independent Controller Status: When you download or export stakeholder data, your organisation acts as an Independent Controller of that data.

Lawful Basis: You warrant that you have a valid lawful basis (e.g., Legitimate Interest or Consent) for any communications sent to stakeholders identified through the Platform.

Prohibited Use: You may not use the Platform or its data for any unlawful, discriminatory, or harassing purposes.

3. Engagement Tools (E-Actions and Messaging)

Direct Messaging: When using Platform tools to contact stakeholders, you are responsible for the content of the message and compliance with the Privacy and Electronic Communications Regulations (PECR).

Supporter Data: For e-action services (e.g., petitions), Senate Media Ltd acts as a Data Processor. The Client is the Data Controller for all member-of-the-public data collected via Platform forms.

4. Client Data and Intellectual Property

Ownership: You retain copyright in any "Client Data" you upload to the Platform.

Licence: By uploading data, you grant Senate Media Ltd a licence to process that data solely to provide the requested Services.

Senate IP: All other aspects of the Service, including map formats and content management applications, remain the property of Senate Media Ltd.

5. Standard of Service and Liability

Availability: We aim for 24/7 availability but do not warrant a fault-free service.

Accuracy: While we take reasonable steps to ensure stakeholder data is current, the Service is provided "as is".

Liability: Our liability is limited to the terms set out in your organisation's primary Agreement.

6. Termination

We reserve the right to suspend or terminate access if you are in breach of these terms or if your organisation’s Agreement expires or is terminated.