Electoral Services Privacy Notice

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

Email: dataprotection@tunbridgewells.gov.uk

Telephone: 01892 526121

We collect information from you when you visit our website; also 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 collect your name, address, email address and telephone number. Sometimes we collect other information you may feel is sensitive to you. This might be your nationality, date of birth, National Insurance (NI) number or the reason you might require a postal or proxy vote. We may require further evidence from you, such as copies of your passport, marriage certificate or driving licence.

To allow you to vote in elections. We are required by law to provide an electoral service. In order for us to do this, you must provide your personal information to us.

We use it for electoral purposes. We won't use it for any other purpose without your consent, or without telling you first.

Sometimes we have to give it to other authorities, organisations or people. This would be for the prevention or detection of crime, or because of legal matters, for example. We don't need your consent to do this, but if we can, we will let you know if we've passed your information on.

Our software providers, Civica, will also store your information, but only on our instructions. They will not use it for any other reasons, and they have to look after it in the same way we do. You can view further information on the Civica website (opens in a new window).

We are required to provide copies of the full Electoral Register to certain organisations and individuals by law. They may use it for their own reasons that are different to ours, but they still have to look after it in the same way we do. For a list of these organisations and individuals you can contact our Data Protection Officer (see below).

To verify your identity, the data you provide will be processed by the Individual Electoral Registration (IER) digital service managed by the Cabinet Office. As part of this process, your data will be shared with the Department for Work and Pensions (DWP) and the Cabinet Office suppliers that are data processors for the IER digital service. You can view further information on the Register to Vote website (opens in a new window).

The DWP will also use your information to verify your eligibility for the Electoral Register. They will not use it for any other reasons and they have to look after it in the same way we do. You can view further information on the DWP website (opens in a new window).

If you have opted to be included in the open register, by law your information can be shared with anyone who requests it. They may use it for their own reasons that are different to ours, but they still have to look after it in the same way we do. The Electoral Register can also be viewed, but not copied, at our offices by anyone who requests it.

Our printing company, FDM Ltd, will also use your information, but only on our instructions. They will not use it for any other reasons, and they have to look after it in the same way we do. You can view further information on the FDM website (opens in a new window).

To allow us to process voters in our polling stations on polling day, the data we hold about you on the Electoral Register will be processed by our third-party software supplier, Modern Democracy. They will not use it for any other reasons, and they have to look after it in the same way we do. You can view further information on the Modern Democracy website (opens in a new window).

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.

For as long as we need it. Once we no longer need it, we will keep it for a set period (a retention period) but not use it. When the retention period expires we will delete your information from our records. For further information please see our retention schedule.

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 or email casework@ico.org.uk.