Brentwood Borough Council is committed to protecting your privacy when you use our services. We are the data controller, this means we control how your personal information is processed and for what purposes.
The Privacy Notice below explains how we use information about you and how we protect your privacy.
We have a Data Protection Officer who makes sure we respect your rights and follow the law. If you have any concerns or questions about how we look after your personal information, please contact the Data Protection Officer at Brentwood Borough Council on 01277 312500.
What is personal information?
Personal information can be any information which relates to a living individual who can be identified from it. This can include information that when put together with other information can then identify a person.
The standard information we collect about you includes the following:
- Your full name
- Date of Birth
- National insurance number
- Contact details, such as email address and telephone number (which can only be used by Electoral Services in relation to electoral registration)
Some of the information that is collected is classified as special category personal data. This is processed for reason of substantial public interest as set out in the Representation of the People Act 1983 and associated regulations.
Why do we need your personal information?
The Electoral Registration Officer has a legal duty to maintain the register of electors. This duty is fully explained in the Representation of the People Act 1983 and associated regulations.
To verify your identity, the data you provide will be processed by the Individual Electoral Registration Digital Service managed by the Cabinet Office. As part of this process, your data will be shared with the Department of Work and Pensions and the Cabinet Office suppliers that are data processors for the Individual Electoral Registration Digital Service.
You can find more information about this here:
How the law allows us to use your personal information
The lawful basis for us to collect the information we need in relation to registering you as an elector is for the performance of a task carried out in the public interest and exercise of official authority, as vested in the Electoral Registration Officer as set out in the Representation of the People Act 1983 and associated regulations.
We will use the information we collect, or that you give to us, for electoral registration and election purposes only. We will look after your personal information securely and we will adhere to the data protection legislation.
We will not give personal information out about you or any personal information you may provide us with regarding other people, to other persons or organisations unless we are required to by law, or where you have requested us to do so.
Who might we share your information with?
The Electoral Registration Officer and designated staff will only share your information with organisations or individuals that are listed in the Representation of the People Regulations 2001.
Organisations or individuals that receive electoral data must adhere to the strict instructions for use, as set out in the regulations.
Regulations 97 – 109a of the Representation of the People Regulations 2001 list the organisations and individuals who can request electoral data.
Please note that with the exception of the organisations mentioned in paragraph 3, National Insurance numbers, are not shared with any other organisation or individual.
Contact details such as email addresses and telephone numbers are used solely for the purposes of electoral registration and not shared with any organisation or individual.
Whenever we share your information we do everything we can to make sure it is kept secure and protected.
Is any of our information about you incorrect?
You can ask to change information you think is inaccurate, you should let us know if you disagree with something we have on record about you.
We may not always be able to change or remove that information but we’ll correct factual inaccuracies and may include your comments in the record to show that you disagree with it.
Please let us know if your mobile phone, email address or other contact information changes so that we can keep this information up to date.
How long do we keep your personal information?
Electoral Services will retain your data for the periods required by electoral legislation. For information regarding different retention dates please contact Electoral Services.
Keeping your information secure
We make every effort to keep your information safe:
- We take appropriate care to secure the information we hold about you
- We have robust technical security such as passwords and information encryption
- We have policies and procedures to make sure your information is only available to our employees who need to see it to do their job, and we train these employees appropriately.
- We establish robust procedures and contracts to extend these protections to any other person or organisation we made need to give your information to.
Transfer of information abroad
The majority of the personal information we store is held on systems in the UK. But there are some occasions where your information may leave the UK either in order to get to another organisation or if it is stored in a system outside of the EU.
We will have additional protections on your information if it leaves the UK ranging from secure ways of transferring information to ensuring we have a robust contract in place with that third party.
We will take all practical steps to make sure your personal information is not sent to a country that is not seen as ‘safe’ either by the UK or EU Governments.
Who can you contact about data protection and your rights?
In the Council you can contact the Data Protection Officer on 01277 312500.
For independent advice about data protection, privacy and data sharing issues or to lodge a complaint about how we have handled your information you can contact the Information Commissioner’s Office (ICO) at:
You can visit ico.org.uk or email email@example.com
Alternatively you can write or telephone:
Information Commissioner's Office
Cheshire SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.
For information on data subject rights for individuals and other information, please refer to the full Privacy Notice at www.brentwood.gov.uk.