Privacy notices: Law, Governance and insurance

Who we are

Electoral Registration Officer and Returning Officer
Electoral Services
Town Hall, 
St Ives Road,
Maidenhead, 
SL6 1RF

Email: Elections@rbwm.gov.uk

The lawful basis for processing the information

General Data Protection Regulation Article 6(1)(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.
The Electoral Registration legal obligation or public task is covered under various laws including (but not limited to):

• Local Government Act 1972
• Representation of the People Act 1983
• Political Parties, Elections and Referendums Act 2000
• The Local Elections (Principal Areas) (England and Wales) Rules 2006
• The Equality Act 2010
• Localism Act 2011 
• Electoral Registration and Administration Act 2013
• The Immigration Act 2016
• Elections Act 2022

How do we collect information from you

From you (the data subject), when you stand for election or, nominated to assist a candidate in their campaign as an election agent, polling agent, counting agent or postal vote agent; Electoral Services are required to process your personal information in order to administer the election process. The information is provided directly by you, when you stand for election. If you are appointed as an Agent, your details will be provided by the candidate you are assisting. 

Your information is collected through digital and paper forms.

What type of information is collected from you

For candidates and election agents, there is a statutory requirement to process your personal information, such as your name, address and date of birth. This information is used to establish your eligibility to stand for election or ability to be appointed as an agent.

We will also use your contact information to contact you more easily in the lead up to elections; this information is strictly for Electoral Services purposes. 

How we use the information you have provided

There is a statutory requirement to publish your name and address on prescribed election notices which are made available to the public.

We may process your email address or telephone number to contact you during the election period to notify you about electoral arrangements which you may need to be aware of.

Who has access to the information about you

The Electoral team will have access to your personal data.

The public will have limited information about you when your details are published on statutory notices online and on public noticeboards at council offices. This includes your name and home address/location depending on nomination papers.

The Electoral Commission may require to see lists of candidates and their agents as part of their election monitoring processes.

Who we may share your information with

Thames Valley Police (TVP) may require us to provide them with some of the personal details about candidates and their agents involved in the election process, so that they can carry out security checks ahead of the poll. In these instances, we may be required to send TVP your name, address and date of birth to assist in this process.

We may also share your information with suppliers who facilitate with the elections process. 

How long we store your information

We retain your personal information during the election period and up to one year after the date of a poll.

Once the election period has ended, we remove public notices from our website and public noticeboards, with the exception of the declaration of result.

Further information

If you would like to know more about how we process your personal information or you would like to inform us of a change to your personal information, please contact us using the email address above.