The Electoral Registration Officer (ERO) and Returning Officer (RO) are data controllers who collect and use information about residents to enable us to carry out specific functions for which we have a statutory responsibility. The duties of the ERO and RO are administered by Doncaster Council. This Privacy Notice sets out what you need to know about how we will use your information in relation to electoral candidates, agents and assentors to candidate nomination papers.
What information about you do we collect?
For agents, we collect basic information, such as name, home and office address, signature and party affiliation. We also collect contact information, such as telephone number and email address, although provision of this is optional.
For assentors (electors who sign a candidate’s nomination paper), we collect basic information, such as name, elector number, signature and party affiliation.
How will your information be used?
Candidates can select to withhold their home address from statutory notices and ballot papers. A home address form is used in these cases.
Election spending returns are also required by law, and are shared with the Electoral Commission and are open to public inspection.
Where contact details are provided, these are only used by the Returning Officer and their staff for communication with you about the election.
Who will your information be shared with?
The Returning Officer may share this data with staff within the Council who support the delivery of elections, with the Electoral Commission and with contractors, such as the print firm contracted to produce the ballot papers and the postal vote packs.
How long will we keep it for?
We are required by law to retain candidate nomination papers for candidates standing in elections for no longer than 12 months after the election, following which the documents are securely destroyed.
Home address forms provided by candidates standing in elections are retained for a period of 21 days after the election, following which they are securely disposed of. However, if an election petition relating to the election is presented within the 21 calendar days, the home address forms must be kept securely until the conclusion of the petition proceedings (including any appeal from such proceedings). They must then be securely destroyed on the next working day following the conclusion of the proceedings or appeal.
We are required by law to retain candidate election expenses documents for a period of no more than 2 years from the date on which the expenses are received. At the end of the two year period, the respective candidate can request the return of the expenses documents. Otherwise the expenses documents will be securely disposed of.
What is the legal basis for using your information?
- to be informed of our use of information about you;
- of access to information about you;
- rectify information about you that is inaccurate;
- to restrict how we use information about you;
- to object to how we use information about you;
- to complain about anything the ERO, RO or Council does with your information (please see the ‘Complaints’ section below).
The right to be forgotten
Data Protection Officer (DPO)
Telephone: 0303 123 1113
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.