Skip to main content

Electoral Services

Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Electoral Services

Introduction

This privacy notice is intended to provide information about how Rhondda Cynon Taf County Borough Council (referred to as ‘RCTCBC’, ‘Council’, ‘Local Authority’, ‘we’) will use (or ‘process’) personal data about individuals for the purpose of Electoral Services.

This notice should be read in conjunction with;

The Data Controller

The Council is the data controller for the personal data processed for the purposes of Electoral Services.

The Council is registered with the Information Commissioner’s Office (ICO) as a controller under reference Z4870100.

Queries relating to this privacy notice

If you have any questions or queries relating to this privacy notice please contact Electoral Services

By email : electoralservices@rctcbc.gov.uk 

By telephone : 01443 490100 

In writing : RCTCBC, 10-12 Gelliwastad Road, Pontypridd, CF37 2BW 

Who we are what we do

RCT Electoral Services are responsible for maintaining the electoral register and administering all elections within Rhondda Cynon Taf.

We are required to keep the electoral register complete and accurate throughout the year. This includes updating it when residents move, become eligible to vote, or provide new information.

You must be registered to vote in order to take part in any election or referendum.

Whose personal data we process

We may process personal data relating to the following individuals for electoral services purposes;

  • Residents of Rhondda Cynon Taf who are registering, or are registered to vote.
  • Candidates standing in elections
  • Overseas electors who are entitled to vote
  • Individuals whose data is provided as part of cross boundary arrangements, such as staff or electors linked to neighouring authorities.

The categories of personal data we process

We will hold personal information about you in our role as the Electoral Services, this may include:

  • Contact details such as name,  current and previous address, email address and telephone number. (Electors, Polling Staff)
  • Personal identifiers such as National Insurance number, Date of Birth and your signature for absent vote checking
  • Notes about any relevant circumstances that you have told us 
  • Information on the other occupants within your home.
  • Health Information (the sight impaired and disabilities register) – to make the polling station more accessible.
  • Candidate Information, such as political party, area they are running in, election agents name etc

To vote in one of our polling stations, an elector must show photographic ID as follows: 

  • A photocard driving licence (full or provisional)
  • A UK passport, or a passport issued within EEA
  • Blue Badge
  • Bus Pass (over 60’s)
  • Identity Card Issued in the EEA
  • Pass Card (Proof of Age Standards Scheme)
  • Biometric residence permit
  • Defence Identity Card (MOD Form 90)
  • Voter Authority Certificate (apply for one for free here) 

If we need further evidence to validate your identity we may also process the following information 

  • A recent photograph
  • Birth, Marriage, Civil Partnership or Adoption Certificate
  • Firearms Certificate
  • Bail Decision Record
  • Financial Information such as Pension, Credit Card, Bank Statements
  • Employment information such as P45 or P60
  • Benefit Statements such as Universal Credit, Disability Living Allowance, Personal Idependence Payments or state benefits.

Why we process the personal data

We process the personal data for Electoral Services. This may include but is not limited to the following activities;

  • Maintain an accurate and up to data electoral register.
  • Contact you during the annual canvass to confirm who lives at your property and who is registered to vote.  We validate this information against Council Tax records.
  • Organise and deliver elections, including appointing polling station staff, issuing and verifying ballot papers, maintaining attendance records and confirming voter identity etc.
  • Verify young voter applications against education records.
  • Provide and administer Voter Authority Certificates for electors who do not have an accepted form of photographic ID
  • Administer Absent Voter Applications (postal and proxy votes)
  • Share and receive constituency and elections data with / from other Local Authorities for UK Parliamentary Elections.
  • Administer Overseas elector renewals.
  • Make sure elections are accessible for electors who are listed on the sight impaired and disabilities register.
  • Provide the Welsh Elections Information Platform (WEIP) to provide information regarding Senydd Cymru and Principal Council Elections.

Our lawful basis for processing the personal data

Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data for Electoral Services is:

  • Legal Obligation – Article 6(c) – processing is necessary for compliance with a legal obligation to which the controller is subject. 
  • Public Task - Article 6(e) – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
  • Schedule 1, Part 2.6(1)(b) of the Date Protection Act 2018
  • Substantial public interest – Article 9(2)(g) - processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.

The primary legislation, regulations and guidance that supports this includes, but is not limited to;

  • Electoral Registration and Administration Act 2013 
  • Representation of the People Regulations 2001, and
  • Sections 16+24, Part 3 Senedd and Elections (Wales) Act 2020
  • The Representation of the People (Annual Canvass) (Amendment) Regulations 2019
  • The Representation of the People (Annual Canvass) (Amendment) (Wales) Regulations 2020
  • Elections Act 2022
  • The Voter Identification Regulations 2022
  • The Representation of the People (Postal and Proxy Voting etc.) (Amendment) Regulations 2023

Who or where we get the personal data from

We may receive the personal data from the following categories of individuals or organisations;

  • Directly from you or a representative acting on your behalf
  • Other Local Authorities if you move into the area from another local authority
  • The University of South Wales will share student data to assist in maintaining the electoral register.
  • Social Services, who provide access to the sight impaired and disabilities register, to help with accessibility preparations for elections.
  • RCT Council Tax Department 

Who we share personal data with

We may share the personal data with the following key organisations for Electoral Services

When sharing the personal data, we only share the minimum amount necessary in relation to the purpose. 

Who

Purpose

UK Government

  • Ministry of Housing, Communities & Local Government
  • Department of Work & Pensions

 

 

  • To assist with obtaining a Voter Authority Certificate
  • To complete identification checks on voter applications i.e. absent voter, proxy etc
  • Complete EU Citizen Eligibality to vote checks
  • Administer Overseas Elector renewals

Election representatives

Parts of the register may be shared with elected representatives and candidates standing for the area they represent.

Credit reference agencies

To provide credit reference services

Internal Council departments

  • Cabinet Office
  • Education
  • Council Tax

 
  •  To administer electoral register and elections.
  • To verify application information.

 

MPS Marketing Services

For the printing of election cards etc

South Wales Police

To assist with investigations

Other Local Authorities
  • To administer electors who move into / from their area
  • To manage cross boundary elections

 Data Processors

A data processor is a company or organisation that processes personal data on our behalf. Our data processors act only upon our instruction. They cannot do anything with the personal data unless we instruct them to do so. They will not share the personal data with any organisation apart from us or use it for their own purposes. They will hold it securely and retain it for the period we instruct.

The categories of data processors we use for the purpose of Electoral Services are

-       IT system suppliers

-       Printing Companies 

How long we retain the personal data

We retain the personal data contained within Electoral Services records for: 

Length of time

Reason

Electoral Register – records are permanently stored from 2014 onwards

 

Legal & Business Requirement

Canvass Form / Canvass Communications

 

Paper– Destroyed after upload

Electronic – 2x years

 

Legal & Business Requirement

Absent Vote Application form (Postal, Proxy or Postal Proxy) – 1 year from the date of election

 

Legal & Business Requirement

Registration and Evidence documentation

 

Paper  – 1x month

Electronic – 1x year

Legal & Business Requirement

Voter Authority Certificate applications

 

Paper – 28 days after approval

Electronic -  10x years

 

Legal & Business Requirement

EU Citizen Eligibility to Vote Data

 

Paper – 1x month

Electronic – When the elector is removed from he register

 

Legal & Business Requirement

Election Polling station records – all documentation is kept for 1x year

Legal & Business Requirement

 n keeping with the General Data Protection Regulation storage limitation principle, records are periodically reviewed. Not all personal data is retained. Only personal data that is relevant to the record is retained for the entire retention period. Information that has no long term or evidential value is routinely destroyed in the normal course of business.  

Your data protection rights

The General Data Protection Regulation (GDPR) gives individuals important rights, including the right of access to the personal data that the Council holds about you. 

Click here for further information on your information rights and how to exercise them.  

Your right to make a data protection complaint to the Council

You have the right to complain to the Council if you believe we have not handled your personal data responsibly and in line with good practice.

You can do this by contacting Electoral Services vdirectly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;

By email : electoralservices@rctcbc.gov.uk 

By telephone : 01443 490100 

In writing : RCTCBC, 10-12 Gelliwastad Road, Pontypridd, CF37 2BW 

Alternatively, you can raise a formal complaint via the Council’s Customer Feedback Scheme using the following link (Make a comment, compliment or complaint online) or you can contact the Council’s Data Protection Officer at Information.management@rctcbc.gov.uk.

Your right to make a data protection complaint to the ICO

You also have the right to complain to the ICO if you are unhappy with how we have used your data. However, we encourage you to contact us first and provide us with an opportunity to look into your concern and put things right.

The ICO can be contacted:           

  • Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
  • Helpline number: 0303 123 1113
  • Website: https://www.ico.org.uk

 

Help Us Improve