Guidance

Canvass Reform newsletter and forum - Privacy Notice

Updated 16 September 2019

Privacy Notice: Canvass Reform newsletter and forum

 

This notice sets out how we will use your data, and your rights. It is made under Articles 13 and/or 14 of the General Data Protection Regulation (GDPR).

 

The purposes for which we are processing your personal data are:

 

(1) to distribute a monthly newsletter that is designed to assist the implementation of canvass reform to those who have already asked to receive it;

 

(2) to collect contact details of appropriate contacts across the electoral services community so that we can send them the newsletter;

 

(3) to invite those whose details are held to participate in surveys regarding the work of Modern Registration Division and the implementation of canvass reform; and

 

(4) to invite and enable the electoral services community to join Q&A forums via Google Groups and to communicate key information with this community regarding the policy to reform the annual canvass through that medium.

 

(5) to invite you to respond to checkpoint surveys to gain insight into local authority progress in implementing canvas reform in order to allow for targeted follow up support for those authorities that need it.

 

(6) To enable the Canvas Reform Champions to communicate with the electoral services community directly so that they can provide support and promote the canvas reform project.

 

This engagement will include communicating important information that the Cabinet Office’s Modern Registration Division has collated and produced to ensure the delivery of this reform, such as policy documents, guidance, surveys and other relevant material.

 

We will process the following personal data:

 

(1) to send you the newsletter or surveys: Name, employer, email address and your response to any surveys about canvass reform.

 

(2) to provide the forum: Name, email address, date of birth and telephone number (for security and verification) and (optionally) gender. We will also process any opinions or other personal data you volunteer in the forum.

 

(3) to send you information about canvass reform and provide support for its implementation, either directly or via the Canvass Reform Champions: Name, employer, phone number, email address and your response to any surveys about canvass reform.

 

The legal basis for processing your personal data is that it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller. In this case that is our responsibility for electoral policy and ensuring that we engage with key stakeholders to ensure that policy decisions are well informed.

 

Where you did not provide your personal data

- Where you did not provide your data, it was obtained from your employer or from a colleague.

 

Recipients

- As your data will be stored on our IT infrastructure it will also be shared with our data processors who provide email, and document management and storage services. It will also be shared with our newsletter software supplier, and with Canvas Reform Champions.

- For checkpoint surveys we will share your responses in identifiable form with other public bodies, as well as the Association of Electoral Administrators and the Scottish Assessor’s Association, in order to deliver support to you in delivering canvass reform.

 

Retention

- Your personal data (contact details) will be kept by us for as long as you wish to receive communication from the Modern Registration Division.

 

Your Rights

- You have the right to object to the processing of your personal data.

- You have the right to request information about how your personal data is processed, and to request a copy of that personal data.

- You have the right to request that any inaccuracies in your personal data are rectified without delay.

- You have the right to request that any incomplete personal data are completed, including by means of a supplementary statement.

- You have the right to request that your personal data are erased if there is no longer a justification for them to be processed.

- You have the right in certain circumstances (for example, where accuracy is contested) to request that the processing of your personal data is restricted.

- You have the right to object to the processing of your personal data where it is processed for direct marketing purposes.

 

As your personal data is stored on our IT infrastructure, and shared with our data processors who provide email, document management and storage services, it may be transferred and stored securely outside the European Union. Where that is the case it will be subject to equivalent legal protection through the use of Model Contract Clauses. Any data shared with our newsletter software supplier will be stored outside the European Economic Area in the United States. This supplier participates in and has certified its compliance with the EU-U.S. Privacy Shield Framework.

 

If you consider that your personal data has been misused or mishandled, you may make a complaint to the Information Commissioner, who is an independent regulator. The Information Commissioner can be contacted at: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, or 0303 123 1113, or <[email protected]>. Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.

 

The data controller for your personal data is the Cabinet Office. The contact details for the data controller are: Cabinet Office, 70 Whitehall, London, SW1A 2AS, or 0207 276 1234, or [email protected]. The contact details for the data controller’s Data Protection Officer are: Stephen Jones, Data Protection Officer, Cabinet Office, Room 405, 70 Whitehall, London, SW1A 2AS, or [email protected]. The Data Protection Officer provides independent advice and monitoring of Cabinet Office’s use of personal information.