Privacy notice for nomination for a local election and electors' questions

What do we use the information for?

We use this information to:

• process your application to vote by post. 
  
• set out the question that you wish to ask in the order of business for the relevant meeting of the council.
  

What information do we hold and use?

We collect and process the following information for nomination papers for a local election:

• Your name, any commonly used name and your home address 
• Your telephone numbers and email address 
• Your date of birth 
  
• Your signature
  
• The grounds on which you are qualified to stand for election
  
• The name, elector number and signature of your proposer and seconder 
  
• The name, address and signature of the person witnessing your consent to the nomination 
  
• The name and signature of your party’s registered nominating officer (if applicable).

We collect and process the following information for questions by electors:

• Personal information (such as your title (Mrs/Ms/Mr), your surname and a summary of your question.

On what grounds do we use the information?

The information for a local election is used because the processing is necessary for compliance with a legal obligation to which the council is subject (Article 6, 1 (c)).

The information for questions for electors is used because you have given us your consent (Article 6, 1 (a)) to do so. If you change your mind you can withdraw your consent by withdrawing your question at any time. The provision of your personal information is not part of a statutory or contractual requirement or obligation.

How do we collect this information?

We collect this information from information you send to us.

Who we share your information with?

The information for a local election is shared with officers at the council who process your application. The information is also available for public inspection and copies must be supplied to anyone who asks for them from the close of nominations up to and including the day before polling day. 

The information for questions for electors provided will appear on a register prior to the relevant meeting of council where it will be open to public inspection. It will also appear in the order of business for the relevant meeting of the council. This information will be shared with members and officers of the council in attendance at the meeting and members of the public and press who attend the meeting and take a copy of the order of business. 

The council is not transferring this information outside of the country.

How long do we store it and is it secure?

The information for a local election will be retained by the council for a year from the date of the election or the completion of the court process following an election petition. 

The information for questions for electors will be retained by the council for a period of six years.  

The council has retention schedules in place to ensure that information is only held for as long as it is needed. For information on how long your information will be held visit the retention explained page.

Details of how we keep your information secure are available on the general privacy information page.

What rights do you have?

The rights that you have depend upon the grounds upon which we collected your information. All of the rights you could have outlined on the data protection page. In most cases, people who have been involved with democratic services will have the following rights:

• The right of access - You are entitled to see the information the service holds about you and can request a copy by emailing data.protection@eastriding.gcsx.gov.uk  
  
• The right to rectification - If you believe any information the service holds about you to be incorrect please email: electoral.services@eastriding.gov.uk and we will amend the information accordingly. 
  
• The right to erasure/right to be forgotten – the service has determined that all requests to permanently delete a service user record will be dealt with on an individual basis. All requests for deletion should be sent to electoral.services@eastriding.gov.uk 
  
• The right to restrict processing - Should you wish the service to limit how we use your data please email: electoral.services@eastriding.gov.uk with the reason for your request. 
  
• The right to data portability – the service has determined that there will be no requirement for data portability. 
  
• The right to object - In addition to the right to limit the use of your data, you also have a right to object to the use of your data for certain actions. Should you wish to object please email electoral.services@eastriding.gov.uk with the reason for your request.

No automated decision making will take place with regard to the personal information submitted. 

Where can I find out more?

If you want to know more about how the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Contact details are available on the general privacy information page. 

Alternatively, you can contact the Information Commissioner’s Office.