Privacy Notice - Electoral Management and Elections
Ribble Valley Borough Council is committed to improving the services the Council provides. To do this we need to collect, and use, information about the individuals we provide services to and individuals we have contact with.
We are committed to compliance with Data Protection legislation. We will make every effort to keep your personal information safe, accurate, up to date and keep it for no longer than is necessary.
The Electoral Registration Officer and Returning Officer are registered as the data controller with the Information Commissioner Office (registration number Z5797531) as we collect and process personal data. This collection and processing of data applies to members of the public
Why we need your personal data
The purpose of processing your personal data is to maintain the electoral register and administer any election or referendum. The legal basis for processing your data is:
- Public Task Articles 6(e) of the General Data Protection Regulations, namely Electoral Registration and Administration Act 2013 and Representation of the People Regulations 2001
What we collect and how it is used
We collect names, addresses, dates of birth, nationality, national insurance numbers, signatures for the purposes of administering and maintaining the Electoral Register and administering any election or referendum.
To verify your identity, the data you provide will be processed by the Individual Registration Digital Service managed by the Cabinet Office. As part of this process your data will be shared with the Department of Works and Pensions and the Cabinet Office suppliers that are the 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
The information provided is held in two registers, the full register and the open register.
The full electoral register is published once a year and is updated every month and can only be supplied to the following people and organisations:
- British Library
- UK Statistics Authority
- Electoral Commission
- Boundary Commission for England
- Jury Summoning Bureau
- Elected Representatives (MP, MEPS, Local Councillors)
- Police and Crime Commissioner
- Candidates standing for election
- Local and National Political Parties
- The Council
- Parish and Community Councils
- Police Forces, National Crime Agency
- Public Library or local authority archive services
- Government departments or bodies
- Credit Reference Agencies
- Cabinet Office
Anyone can inspect the full electoral register under the following conditions
- Inspection of the register is under supervision
- Only hand written extracts from the register can be taken
- Information taken cannot be used for direct marketing purposes
- Anyone who fails to observe these conditions is committing a criminal offence and will be charged a penalty of up to £5,000.
The open register contains the same information as the full register, but is not used for elections or referendums. It is updated and published every month. and can be sold to any person, organisation or company for a wide range of purposes.
You can choose whether or not to have your personal details included in the open register; however, they will be included unless you ask for them to be removed. Removing your details from the open register will not affect your right to vote.
Please note that in the event that you do not provide the information necessary to complete your registration you will not be able to take part in elections or provide proof of identity based on your registration.
We will not provide personal data to anyone else or use the data about you for any other purpose unless the law allows or requires us to.
Your personal data may be converted ('anonymised') into statistical or aggregated data in such a way that ensures that you cannot be identified from it. Aggregated data can't, by definition, be linked back to you as an individual and may be used to conduct research and analysis, including the preparation of statistics for use in reports.
How long is your information kept
We will only keep your information for as long as it is required. The retention period is either dictated by law or by our information retention policies. Once your information is no longer required it will be destroyed securely and confidentially.
Your rights under the Data Protection Act 1998 and the EU General Data Protection Regulations (GDPR).
The Right to be informed
You have the right to be informed how your data is processed, via Privacy Notices such as this.
The Right of Access
You have the right to access the personal information we hold about you.
The Right to Rectification
We endeavour to ensure that information we hold about you is correct and up to date. You may find that the information we hold is no longer accurate. Please contact the Council to have the information corrected.
The Right to Erasure
You have the right to have your personal data erased and to prevent processing in specific circumstances:
- Where the data is no longer necessary in relation to the purpose for which it was originally collected
- When you withdraw consent for the data to be processed
- When you object to the processing of the data and there is no overriding legitimate interest for continuing the processing
- Your data was unlawfully processed
- Your information has to be erased in order to comply with a legal obligation
However we may refuse to comply with your request for erasure for the following reason:
- To comply with a legal obligation for the performance of a public interest task or exercise of official authority
- The exercise or defence of legal claims
- To exercise the right of freedom of expression and information
- For public health purposes in the public interest
- Archiving purposes in the public interest, scientific interest, historical interest or statistical purposes
The Right to Restrict Processing
You have the right to ask us to stop the processing of your personal data. However, this may cause delays or prevent us providing/delivering a service to you.
The Right to Data Portability
You have the right to request your personal data in a structured, commonly used, machine readable format.
The Right to Object
You have the right to object to your personal data being processed at any time.
Rights in Relation to Automated Decision Making Including Profiling
You have the right to insist on human intervention if a decision is based on the result of automated processing.
Information Security Incident
Should you wish to report or suspect a security incident in relation to the personal information we hold about you please contact the Council’s Data Protection Officer (details below).
For further information about the use of your information or to request a copy of your personal information held by Ribble Valley Borough Council please contact:
Data Protection Officer
Ribble Valley Borough Council
Telephone: 01200 425111
Changes to this privacy notice
We will regularly review and update this privacy notice to comply with changes in Data Protection legislation and to reflect changes in our services.