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Cardiff Council

www.cardiff.gov.uk

Electoral Services Privacy Notice

​​​​​​​How do we collect your personal information?

Personal information may be collected by:

  • paper form (e.g. via Household Enquiry Form)
  • via www.gov.uk/register-to-vote
  • email
  • telephone
  • website
  • face to face (via our employees)
  • other Council departments

What information do we collect from you?

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 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.


Why do we collect & process this information?

Cardiff Council collects & processes this information to allow eligible electors 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. The law that requires us to do this is the Representation of the People Act 1983.


The information supplied/collected will be processed in line with the requirements of the UK General Data Protection Regulation and the Data Protection Act 2018

Who might we share your information with?

Our software providers will also store your information, but only on our instructions. They won’t use it for any other reasons, and they have to look after it in the same way we would. You can view their privacy information


We may share information with other departments of Cardiff Council where the information is requested for the prevention and detection of a crime. This information is requested solely to comply with the Council’s statutory requirements. The information will not be used for any other purpose. All staff who deal with this matter are advised that it is a criminal offence to disclose or make use of any information provided under the terms of their request.  The provision relating to the supply of the Register of Electors are contained within the Representation of the People (England and Wales) Regulations 2001. It is an offence to contravene the provisions in those Regulations. A person found guilty of such an offence is liable on a summary conviction to a fine not exceeding level 5 on the standard scale.


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.


The full 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
  • Jury Summoning Bureau
  • Elected Representatives (MP, MEPS, Local Councillors)
  • Police and Crime Commissioner
  • Candidates standing for elections
  • Local and National Political Parties
  • Community Councils
  • Police Forces, National Crime Agency
  • Credit Reference Agencies

 

We will also share data with the following companies:​

Company

​​Reason

National Fraud Initiative​​​​​​​

This authority is under a duty to protect the public funds it administers, and to this end may use the information you have provided for the prevention and detection of fraud. It may also share this information with other bodies responsible for auditing or administering public funds for these purposes​​

The Individual Electoral Registration Digital Service (IERDS)​​​​​​​​​​​​​​​External link opens in a new window​​​​​​​​​​​External link opens in a new window

To verify your identity, the data you provide will be processed by the Individual Electoral Registration Digital Service managed by the Cabinet Office. As part of this process your data will be shared with the Department of Work and Pensions and the Cabinet Office suppliers that are data processors for the Individual Electoral Registration Digital Service.

The Department for Work and Pensions (DWP)​​​​​​​​​​​External link opens in a new window​​​​​​​​​​​​​​​External link opens in a new window

Will use your information to verify your eligibility for the electoral register. They won’t use it for any other reasons and they have to look after it in the same way.

Electoral Reform Services​​​​​​​​​​​External link opens in a new window​​​​​​​​​​​​​​​​​​​External link opens in a new window

ERS print our Household Enquiry Forms and Invitations to Registers. They will use your information, but only on our instructions. They won’t use it for any other reasons, and they have to look after it in the same way we would.  

 ​

MPS Marketing Services (214kb PDF)​​​​​​​​​​​​​​Link opens in a new window​​​​​​​​Link opens in a new window

MPS print our poll cards and ballot papers for elections. They will use your information, but only on our instructions. They won’t use it for any other reasons, and they have to look after it in the same way we would.  

iCom Printworks (390kb PDF)​​​​​​​​​​​​​​Link opens in a new window

iCom print our postal vote mailers. They will use your information, but only on our instructions. They won’t use it for any other reasons, and they have to look after it in the same way we would.  

 

Restore Data​shred (4.3mb PDF)​​​​​​​​​​​​​Link opens in a new window​​​​​​​​Link opens in a new window

Cardiff Council uses Restore Datashre​​d for the secure destruction of confidential waste. When registration paperwork is no longer required it is securely destroyed by this company

The Maltings​​​​​​​​​​​External link opens in a new window​​​​​​​​​​​​​External link opens in a new window

After elections our paperwork is securely stored with The Maltings for a set retention period before secure destruction is authorised

Criti​qom​​​​​​​​​​​External link opens in a new window​​​​​​​​​​​​​External link opens in a new window

Critiqom print our HNLs. They will use your information, but only on our instructions. They won’t use it for any other reasons, and they have to look after it in the same way we would.

The Electoral Register is published once a year. When this is published the previous register is frozen and a bound copy is sent into archive. These are stored on our behalf at Glamorgan Archives. You can visit Glamorgan Archives at:
Glamorgan Archives - Clos Parc Morgannwg, Leckwith, Cardiff, CF11 8AW.​

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.  The electoral register can also be viewed at our office in County Hall by anyone who requests it. Inspection of the Electoral register is under supervision. They can take hand written notes but no copies or photographs can be taken. The information taken must not be used for direct marketing purposes, in accordance with data protection legislation, unless it has been published in the open version. Anyone who fails to observe these conditions is committing a criminal offence and will be charged a penalty of up to £5,000. 

You can choose whether or not to have your personal details included in the open version of the 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.

What do we do with your information?

We use it for electoral purposes.

The information supplied and collected will be processed in line with the requirements of the UK General Data Protection Regulation and Data Protection Act 2018. Sometimes we have to give it to other authorities, organisa​​tions or people. This would be for the prevention or detection of crime, or to comply with a legal obligation, for example. We don't need your consent to do this, but if we can, we'll let you know if we've passed your information on.

How long do we keep hold of your information?

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.

Your rights


You are entitled to exercise your individual rights, including access to information, correcting inaccurate information or objecting to the processing of your personal data. 

Write to:
The Data Protection Officer, 
County Hall, 
Atlantic Wharf, 
Cardiff , 
CF10 4UW

Email the Data Protection Officer at individualrights@cardiff.gov.uk ​

Further Information
You can access the Councils Full Privacy notice