Elections privacy

Gedling Borough Council respects your privacy and is committed to protecting your personal data. This privacy notice explains how we will look after the personal data you may disclose to us in relation to providing voter registration, running electoral events 

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

The Data Controller

Gedling Borough Council (including the Electoral Registration Officer and Returning Officer) is the Data Controller for any personal data you give to us. Our full details are:

Gedling Borough Council

Civic Centre

Arnot Hill Park

Arnold

Nottingham

NG5 6LU

Telephone: 0115 901 3901
Email: enquiries@gedling.gov.uk

Data Protection Officer

The Council’s Data Protection Officer can be contacted at the address above or by email to dataprotectionofficer@gedling.gov.uk

What Personal Data We Collect

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

 

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

 

  • Identity Data. For electoral purposes this includes names, signatures to enable verification of postal votes statements for postal voters, dates of birth, nationality to determine voting franchise, national insurance number, numerical identifiers for the electoral register, opt-out preference for the open register, voting area such as ward or constituency.

    For staff employed by the Returning Officer to do work on elections we, in addition, hold bank details, work eligibility evidence, driving license details, disability statuses, employer information, and miscellaneous notes such as job history.
  • Contact Data. For electoral purposes and electoral staffing purposes this includes addresses, email addresses, IP addresses, telephone numbers, home address, email address and telephone numbers.
  • Financial Data for electoral staffing purposes employed on electoral duties this includes bank account details.
  • Special Categories of Personal Data about you. For election purposes we hold information on election candidates’ political party details. For electoral registration purposes we hold evidence information that would enable an anonymous entry to be made on the register of electors, evidence required to register to vote, voting method preferences (such as postal or proxy voting)

 

The data we collect depends on the purpose for which the data is collected.

Purpose/Activity

Type of data

How long we keep your data

Lawful basis for processing (GDPR Article)

Electoral Registration

 

 

 

 

 

 

 

 

  • Identity Data
  • Contact Data
  • Special Category Personal Data (eg. evidence required to register, anonymous registration evidence)

 

 

For (a) and (b) - As long as an individual remains on the register.

For (c) as long as an individual remains on the register if needed or 1 year if evidence can be destroyed.

 

Article 6(1)(e) processing is necessary for the performance of a task carried out in the public interest by the Council or in the exercise of official authority vested in the Council.

Special Category Personal Data

Special Category Personal Data – Article 9(2)(a) you have given explicit consent. You can withdraw your consent at any time by contacting us

 Electoral Staffing

  • Identity Data
  • Contact Data
  • Financial Data

For as long as the employee remains actively employed.

Article 6(1)(e) processing is necessary for the performance of a task carried out in the public interest by the Council or in the exercise of official authority vested in the Council.

Returning Officer Functions

As above with the addition of Special Category Personal Data that covers the political parties that election candidates stand on behalf of.

Results of Election Results are a matter of public record and will be available indefinitely.

Article 6(1)(e) processing is necessary for the performance of a task carried out in the public interest by the Council or in the exercise of official authority vested in the Council.

 

Democratic Services

  • Identity Data
  • Contact Data
  • Special Category Personal Data

 

Identity and contact details and a record of political party membership for elected councillors are kept for as long as a member remains in office.

Identity and contact information for Self-registered users of the modern.gov committee management software is kept for as long as an individual remains registered. 

Article 6(1)(e) processing is necessary for the performance of a task carried out in the public interest by the Council or in the exercise of official authority vested in the Council.

Special Category Personal Data

Special Category Personal Data – Article 9(2)(a) you have given explicit consent. You can withdraw your consent at any time by contacting us

Committee and Council Meetings

(including registering to speak at a meeting, audio recordings of meetings)

  • Identity Data (Inc. audio recording)
  • Contact Data
 

Name will be kept indefinitely within the minutes of the meeting.

Contact details are deleted after the meeting.

 

Audio recordings of meetings will be kept for 1 year.

 

Article 6(1)(e) processing is necessary for the performance of a task carried out in the public interest by the Council or in the exercise of official authority vested in the Council. 

Volunteering

     

Induction form for volunteers

  • Identity Data
  • Contact Data
  • Special Category Data (Health)
Length of volunteering

Article 6(1)(e) processing is necessary for the performance of a task carried out in the public interest by the Council or in the exercise of official authority vested in the Council.

Special Category Personal Data – Article 9(2)(a) you have given explicit consent. You can withdraw your consent at any time by contacting us.

What We Do With Your Personal Data

We will use your personal data to:

  • To comply with a legal obligation which the Council is subject to;
  • To carry out the public tasks of Voter registration, Running Elections, and maintaining records about elected councillors and the committees carried out by the Council including the Returning Officer and Electoral Registration Officer.
  • Contact you with regard to any matter arising from Electoral Registration, Running Elections and Councillor Services.
  • Keeping election staff informed of upcoming working opportunities for elections (where you have indicated your agreement to this); and

 

Where you require us to make reasonable adjustments to enable us to provide these services to you, we may require further information from you. If this includes information about your physical or mental health, race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions and trade union membership, such information is Special Categories of Personal Data and will only be used by us, with your explicit consent, to assess your eligibility for reasonable adjustments and/or the service. The legal basis upon which we do this is set out in Article 9(2)(a) of GDPR (explicit consent). You can withdraw your consent at any time by contacting us. Please note that we may not be able to process your request for reasonable adjustments and/or the service requested because electoral law may override this.

How Long We Keep Your Personal Data

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

 

Details of retention periods for different aspects of your personal data are set out in the table above.

For the purposes of the mailing list we will keep your information until you unsubscribe.

Who We Share Your Data With (Third Parties)

In order to provide you with a good service we may have to share your personal data with our partner agencies providing services on behalf of Gedling Borough Council. We may also share your data with our software providers to be able to provide I.T support to our computer systems.

The process of checking citizens’ personal identifiers to ensure eligibility for inclusion in the Electoral Register is overseen by the Cabinet Office via the IER Digital Service.

 

The Department for Work and Pensions use registration data to verify the identity of new applicants, and the Cabinet Office will inform local authorities when people have moved out of their area.

Your personal data is also shared with external print contractors to enable items such as poll cards and postal voting packs to be produced.

Specific legislation also applies to the following Electoral functions:

  • Electoral Register data is shared with registered political parties, elected representatives, candidates, agents and other permitted participants who can use it for electoral purposes only.
  • To verify your identity, the data provided in electoral register applications will be processed by the Individual Electoral Registration Digital Service managed by the Cabinet Office. As part of this process your data will be shared with the Department of Work and Pensions and the Cabinet Office suppliers that are data processors for the Individual Electoral Registration Digital Service. You can find more information about this here: https://www.registertovote.service.gov.uk/register-to-vote/privacy
  • Details of whether you have voted (but not how you have voted) can be shared with those who are entitled in law to receive it after an election
  • Credit reference agencies, the British Library, UK Statistics Authority, and the Electoral Commission are statutory recipients of electoral register information and the Council must share this data with them.
  • The law sometimes requires us to pass on information under special circumstances, crime prevention or the detection of fraud as part of the National Fraud Initiative

We are required by law to report certain information to appropriate authorities – for example:

  • Where a formal court order has been issued
  • For the prevention or detection of a crime
  • To the Jury Central Summoning Bureau indicating those persons who are aged 76 or over and are no longer eligible for jury service

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow third-party service provider to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Gedling Borough Council will not sell, assign, disclose or rent your personal data to any other external organisation or individual unless required to do so by law.

Protecting Your Personal Data

We are committed to ensuring that your personal data is secure. In order to prevent unauthorised access or disclosure, we have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information we collect from you. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

 

International Transfer of your Data

We do not transfer or process data outside the European Economic Area unless we have your specific consent or where the nature of the processing requires it (for example, because you have chosen to use an email or other communications service which routes data outside the EEA).

Your Rights

You are in complete control. You can object or withdraw your consent to the use of your personal data at any time. Though in some cases we may not be able to provide your requested service (e.g. removing your entry from a historic electoral register) where the information processing is an integral part of the service. We will tell you if this is likely to be the case.

Subject to some legal exceptions, you have the right to:

  • request a copy of the personal information Gedling Borough Council holds about you;
  • to have any inaccuracies corrected;
  • to have your personal data erased;
  • to place a restriction on our processing of your data;
  • to object to processing; and
  • to request your data to be ported (data portability).

To learn more about these rights please see the ICO website.

Please address any such requests to the inforequest@gedling.gov.uk

Complaints

If you are dissatisfied with the way your personal data is being used by the Council we would ask that you contact the Data Protection Officer in the first instance so that we can deal with your concerns. You have the right to complain at any time to the Information Commissioner's Office, the UK supervisory authority for data protection.

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113 (local rate) or 01625 545 745
Fax: 01625 524 510