Privacy notices - Electoral Duties

Returning Officers (RO) are data controllers who collect and use information about residents to carry out their statutory functions in relation to the running of elections and other polls at which registered electors get to vote.

We retain records about actual electors, voters, citizens, election candidates and their agents, staff employed at an election, staff employed to help us with our responsibilities and the people we need to pay. We also use your information to verify your identity where required, by contacting you by post, email or telephone.  We will only retain information in paper or electronic format of these records if required.

It is important that our records are accurate as they are required for our staff to provide you with the help, advice or support you need.

There are some circumstances where we will ask for information that is not specifically referred to in legislation. These activities support our work and are therefore part of the delivery of our public task. These activities include, but are not limited to:

• Contact made through our public information or election telephone helplines
• Information about your use of our website
• Information provided by suppliers of good and service

Data Processors

To support the delivery of key functions Data Processors process personal data on our behalf. These relationships are covered by contracts that ensure compliance with GDPR and UK data protection legislation. Examples of Data Processors include, but are not limited to:

• Support providers to corporate systems
• Call centre providers
• Research partners and electoral organisations
• Payroll and pension providers

The Returning Officer, which is a separate legal entity with its own statutory functions separate from The Highland Council will be unable to fulfil legal obligations associated with the organisation, preparation and conducting of elections.

Collecting certain information is necessary for the performance of these tasks. This is carried out in the public interest and by exercise of official authority as vested in the RO set out in the Representation of the People Act 1983 and associated regulations.

Article 6(e) Public task - processing is necessary for the performance of a task carried out in the public interest

Article 6(1)(c) Legal Obligation -  processing is necessary for compliance with a legal obligation to which the controller is subject.  

• Access to personal data
• Rectification of personal data
• Erasure of personal data
• Restrict processing of personal data

Find out more about your rights

We may share personal data with other organisations for the delivery in the delivery of our public task. The categories of recipients may include but are not limited to:

• Police and prosecutory bodies
• Electoral Registration Officers
• Other Returning Officers
• Other regulators (for example the Information Commissioner’s Office)

Where we need to share information, we will tell you who we need to share it with at the point of collection. When this is not possible, we will take reasonable steps to contact you to advise you that we need to transfer data before that transfer.

The Returning Officer will keep your personal information for the minimum period necessary. The information will be kept in accordance with the retention period(s) referred to in the Returning Officer’s Information Asset Register and as required by statute unless exceptional circumstances require longer retention e.g. pending legal action. All information will be held safely and disposed of securely.

Your data is not subject to automated processing. 

The data controller is The Highland Council. 

Data Protection Officer
Highland Council Headquarters
Glenurquhart Road
Inverness
IV3 5NX
01463 702029  

dpo@highland.gov.uk

If you are unhappy with the way we have processed your personal information you can contact the Information Commissioner:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113

https://ico.org.uk/global/contact-us (external link)/