Privacy Notice – Temporary Election Workers

The Returning Officer (RO) of Test Valley Borough Council is the Data Controller for the purposes of the Data Protection Act 2018 and General Data Protection Regulation (Regulation (EU) 2016/679). 

Under this legislation the Returning Officer has to protect the privacy and security of election workers personal information.  They must be transparent about how the information is collected and how it is used, whilst meeting the data protection obligations.

The Returning Officer will only process your information where it is lawful to do so.

The purpose of this privacy notice is to outline to Temporary Election Workers why we collect information about them, what we collect, who else has access to it and how long we keep it for and their rights.

 

What is classed as personal information?

Personal information means any information about an individual from which that person can be identified.  It does not include data where the identity has been removed (anonymised).  There are special categories of more sensitive personal data which require a higher level of protection, such as information about a person’s health, sexual orientation or criminal convictions.

 

Why are we required to collect information about you?

The Returning Officer collects, retains and processes personal data relating to Temporary Election Workers to manage the working relationship.

The legal basis for processing your data is in performance of our public task.

 

What data do we need to collect?

The data we will collect includes:

  • Basic details about you, for example, name, address, date of birth and nationality
  • Unique identifiers such as your NI number
  • Contact details that you have provided to us
  • Bank or Building Society details
  • Notes about any relevant circumstances that you have told us
  • Details and records about your past and current work with Electoral Services
  • Right to Work and job role details
  • Training requests and attendance
  • Signatures from people confirming attendance at training and on claim forms for expenses and fees
  • Feedback questionnaire (these are optional)

Paid work at Elections places a statutory duty on the data controller to collect information in order to meet legal obligations such as Right To Work, taxation, PAYE and the EU Working Time Directive.

 

How long we will keep your data for:

We will keep the information you give us for as long as you remain on our database of casual election workers, and for up to six years after your removal from the database.

 

Why we need to collect and retain your data

We will use this information for maintaining a list of casual election workers, engaging and paying people who work at current and future elections; and meeting our statutory legal duties regarding all current and future legislation.  We will use your data to manage your appointment prior to, during and after elections, and to contact you in advance of future elections to see if you would like to work and to request feedback from you.

The Returning Officer will only process your data for the purpose for which it was collected. 

 

Who we share your data with and why:

The information the Returning Officer holds about you may be shared with other organisations where there is a legal basis for doing so including:

  • Test Valley Borough Council payroll Team and MHR international UK Ltd for the payment of staff;
  • Central Government departments for purposes such as taxation and PAYE;
  • Test Valley Borough Council (ICT) for computer systems, software and electronic device access;
  • Third party organisations contracted to provide training to electoral staff and any other third parties necessary to ensure compliance with statutory obligations;
  • Gov.UK Notify who facilitate some of our SMS/email reminder and notification services;
  • At parliamentary elections where the Test Valley Borough Council area crosses into North West Hampshire and Romsey and Southampton North Parliamentary Constituencies, your data would be shared with Southampton City Council, Basingstoke and Deane Borough Council and Eastleigh Borough Council in order to administer these polls. 

The Returning Officer will not transfer your personal information outside of the European Economic Area

 

Your rights as a data subject:

You have the right to be removed from the pool of Casual Elections Workers at any time. Please contact us by email, telephone, letter or in person if you would like your details removed.

  • You have the right to ask for access to your data and where data is found to be inaccurate to have that data corrected. 
  • In certain circumstances you have the right to have data held about you erased, or the use of it restricted.
  • You may be able to object to processing and may also have the right to have your data transferred to another data controller.

 

Your duty to inform us of changes:

It is important that the personal information we hold about you is accurate. Please keep us informed if your personal information changes during your relationship with us.

You also have a right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk if you think we have not dealt with your information in a proper manner.

You can ask to see what information we hold about you and have access to it. You can do this by contacting Electoral Services in the first instance.  If you have any questions and you wish to contact Electoral Services or the Returning Officer, you can do this via email to election.staffing@testvalley.gov.uk, calling 01264 368021 or visiting our offices at Beech Hurst, Weyhill Road, Andover, Hampshire, SP10 3AJ.