Electoral Services - simplified privacy notice

This is a simplified summarised privacy notice. Full privacy notice information is available at Electoral Services - privacy notice.

Purpose of data collection

We collect and use your personal information to maintain the electoral register and administer elections and referendums, including electoral registration, absent voting, voter ID, the annual canvass, election staffing, and election delivery. The Electoral Registration Officer and Returning Officer are separate legal data controllers for their respective statutory functions.

Types of data collected

• name
• address
• date of birth
• nationality
• contact details
• National Insurance number where required
• identification documents
• absent voting details
• election staff recruitment information
• candidate and agent information.

How data is used

• process voter registration
• maintain electoral registers
• process postal and proxy votes
• issue Voter Authority Certificates and Anonymous Elector Documents
• conduct the annual canvass
• administer elections and referendums
• recruit, train and pay election staff
• process candidate nominations and publish statutory notices
• meet legal duties.

Sharing of data

We may share information with government departments, electoral verification services, election suppliers, registered political parties, candidates and agents where permitted by law, statutory bodies, the police, and courts where required.  

We only share the minimum amount of information required and ensure that appropriate safeguards are in place to protect your data.

Your rights

• Access: You can ask for copies of your personal information held by the Council.
• Rectification: You can request corrections to any incorrect information.
• Deletion: You can ask for your personal information to be deleted, unless there's a legal reason to keep it.
• Portability: You can request your personal data to be transferred to other services or directly to you.
• Object/Restrict Processing: You can object to or limit how your data is used now and in the future.

Contact

If you have any questions about how we use your information, please contact Derby City Council's Data Protection Officer at data.protection@derby.gov.uk.