Election Staff Privacy Notice

The Electoral Registration Officer (ERO) and Returning Officer (RO) for Tunbridge Wells Borough Council will be the Data Controller for the personal information you provide.

Tunbridge Wells Borough Council
Mount Pleasant Road
Royal Tunbridge Wells
Kent
TN1 1RS

Email: dataprotection@tunbridgewells.gov.uk

Telephone: 01892 526121

As the Data Controller, The ERO and RO will use your information for the purpose of electoral employment.

We collect information from you when you complete our online election staffing form. We may also collect information when you contact us in writing, speak to us on the phone, by email or any other type of electronic communication, or talk to us face to face.

We keep electronic records about staff employed at current or future elections and/or canvass. These records may include:

• Your name, address, date of birth and National insurance number
• Bank details (for payroll purposes)
• Scanned documentary evidence of a right to work in the UK
• Name and contact details for your emergency contact(s)
• Previous election and/or canvass employment history
• Email address and telephone numbers (home and mobile)

The Electoral Registration Officer (ERO) and Returning Officer (RO) has a statutory duty to appoint staff for election duties and canvassing duties .

The use and processing of your information is necessary for the ERO/RO to perform a task in the public interest or for their official functions, and the task or function has a clear basis in law (UK General Data Protection Regulation Article 6(1)(e)).

We will collect enough personal information in order to contact you via email or telephone, allocate you to specific job roles for elections and/or canvassing, and to provide you payment via BACs.

The information the Electoral Registration Officer (ERO) and Returning Officer (RO) collects from you will be stored on their behalf by Maidstone Borough Council. View Maidstone Borough Council's privacy notice (opens in a new window).

Your information will also be stored by Granicus, the online form software providers for Tunbridge Wells Borough Council. View the Granicus Privacy Policy (opens in a new window).

For recruitment and payroll purposes we will share your personal information with the HR and Payroll teams at Tunbridge Wells Borough Council.

For the purposes of an election, your name and contact telephone number may be shared with other staff at polling stations, so they can contact you prior to, or on polling day.

For the purposes of canvassing work, your name and contact telephone number may be shared with other canvassers if you are working in a pair or a group.

Sometimes we have a legal duty to provide your personal information to other organisations, for example the court service or HMRC (for real time tax purposes).

What are your rights in relation to the personal information we process?

• Access – you can request copies of any of your personal information that is held by the council.
• Rectification – you can ask us to correct any incorrect information.
• Deletion – you can ask us to delete your personal information. The council can refuse to delete information if we have a lawful reason to keep this.
• Portability – you can ask us to transfer your personal data to different services or to you.
• Right to object or restrict processing – you have the right to object to how your data is being used and how it is going to be used in the future.
• Right to prevent automatic decisions – you have to challenge a decision that affects you that has been made automatically without human intervention, for example an online form with an instant decision.

The Electoral Registration Officer and Returning Officer are obliged to process your personal data in relation to preparing for and conducting elections.

We will hold this information for up to seven years (or for as long as you work for us ), unless you ask us to delete it beforehand.

Your details will be kept and updated in accordance with our legal obligations and in line with our retention policy. Once this period has passed your information will be deleted or confidentially destroyed.

What security precautions are in place to protect the loss, misuse or alteration of your information?

We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the information you provide to us.

We want to ensure any information we hold is accurate. You can help us by promptly informing us of any changes to the information we hold about you.

There are no automated decisions in this process.

If you are accessing online services and are aged 13 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.

What are cookies and why are they used?

Cookies are small text files which identify your computer to our servers. They are used to improve the user experience. View what cookies we use and how you can manage them at on our privacy and cookies page.

If you would like to make a complaint regarding the use of your personal data, you can contact our Data Protection Officer:

Email: dataprotection@tunbridgewells.gov.uk

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner's Office (ICO) at:

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

Telephone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

Alternatively, visit the Information Commissioner's Office website (opens in a new window) or email casework@ico.org.uk