Privacy notice for application to vote

What do we use the information for?

We use this information to process your application to vote by post or your application for a waiver postal vote application.

What information do we hold and use?

We collect and process the following information:

  • your name and registered address and address to which the postal vote should be sent (if applicable) 
  • your elector number 
  • your telephone numbers 
  • your date of birth 
  • your signature 
  • the name, address and telephone numbers of the proxy 
  • the relationship of the proxy to you
  • if you are applying for a waiver from providing a signature that you have a disability that prevents you from signing or that you are unable to read or write or that you are unable to sign in a consistent and distinctive way because of a disability or inability 
  • the fact that you have a disability that prevents you from signing or from signing in a consistent manner or that you are unable to read or write 
  • the name of the person assisting you 
  • the address of the person assisting you. 

On what grounds do we use the information?

The information 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 application or asking for your postal proxy vote to be cancelled 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 is shared with officers at the council who process your application. The information may also be shared with officers who are administering the opening of postal votes at an election. 

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

How long do we store it and is it secure?

The information will be retained by the council for as long as your postal proxy vote is in place. 

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 data.protection@eastriding.gcsx.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

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.