Democratic services


Electoral Registration Officer

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Elections

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Who we are?

Maidstone Borough Council
Maidstone
Kent
ME15 6JQ

Phone: 01622 602000
Email: Angela Woodhouse

How do we collect information from you?

We collect information from you when you:

  • visit maidstone.gov.uk;
  • contact us in writing,
  • speak to us on the phone, email or any other type of electronic communication,
  • talk to us face to face.

What types of information do we collect from you?

  • Name
  • Address
  • Phone number
  • Email address
  • Gender
  • Nationality
  • (Potentially disability if for access)
  • Vehicle registration
  • Financial information

Our legal basis for using your information is:

Compliance with a Legal Obligation, and the performance of a contract for staff

We will use your information to:

To allow people to vote in and stand for election,

Research & Statistics

Anonymity & pseudonymous data may be used for research & statistical purposes that are relevant and compatible with the purpose that the data was collected for.

Who has access to your information?

We may share your information with the following third parties for the reasons detailed above;

Electoral Commission, Local Authorities.

What are your rights in relation the personal data we process?

  • Access – you can request copies of any of your personal information that is held by the Council.
  • Rectification – you can ask us to correct any incorrect information.
  • Deletion – you can ask us to delete your personal information. The Council can refuse to delete information if we have a lawful reason to keep this.
  • Portability – you can ask us to transfer your personal data to different services or to you.
  • Right to object or restrict processing – you have the right to object to how your data is being used and how it is going to be used in the future.
  • Right to prevent automatic decisions – you have to challenge a decision that affects you that has been made automatically without human intervention, for example an online form with an instant decision.

How long will we keep your information for?

In line with our record retention schedule, elections will be kept for 1 year.

What security precautions in place to protect the loss, misuse or alteration of your information?

We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the information you provide to us.

Keeping your data up to date

We want to ensure any information we hold is accurate. You can help us by promptly informing us of any changes to the information we hold about you.

Details of any automated decision processes

There are no automated decisions in this process.

Under 13's

If you are accessing online services and are aged 13 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.

Cookies

Cookies are small text files which identify your computer to our servers. They are used to improve the user experience. View what cookies we use and how you can manage them.

Complaints

If you would like to make a complaint regarding the use of your personal data you can contact our Data Protection Officer; Angela Woodhouse.

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner's Office (ICO) at:

Information Commissioner's Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF

Phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
Email: Information Commissioner's Office email
Website: Information Commissioner's Office website

Next of kin details for civic funerals

Open

Who we are?

Maidstone Borough Council
Maidstone
Kent
ME15 6JQ

Phone: 01622 602000
Email: Angela Woodhouse

How do we collect information from you?

We collect information from you when you:

  • visit maidstone.gov.uk;
  • contact us in writing,
  • speak to us on the phone, email or any other type of electronic communication,
  • talk to us face to face.

What types of information do we collect from you?

  • Name
  • Address
  • Phone number
  • Email address

Our legal basis for using your information is:

Official Authority/Public task

We will use your information to:

Necessary to organise civil funeral of Mayor, past Mayors and serving Councillors.

Research & Statistics

Anonymity & pseudonymous data may be used for research & statistical purposes that are relevant and compatible with the purpose that the data was collected for.

Who has access to your information?

We may share your information with the following third parties for the reasons detailed above;

We do not intend to share this data. Should we need to at any time, we will seek your consent.

What are your rights in relation the personal data we process?

  • Access – you can request copies of any of your personal information that is held by the Council.
  • Rectification – you can ask us to correct any incorrect information.
  • Deletion – you can ask us to delete your personal information. The Council can refuse to delete information if we have a lawful reason to keep this.
  • Portability – you can ask us to transfer your personal data to different services or to you.
  • Right to object or restrict processing – you have the right to object to how your data is being used and how it is going to be used in the future.
  • Right to prevent automatic decisions – you have to challenge a decision that affects you that has been made automatically without human intervention, for example an online form with an instant decision.

How long will we keep your information for?

In line with our record retention schedule, next of kin details for Civic Funerals will be kept for 1 year.

What security precautions in place to protect the loss, misuse or alteration of your information?

We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the information you provide to us.

Keeping your data up to date

We want to ensure any information we hold is accurate. You can help us by promptly informing us of any changes to the information we hold about you.

Details of any automated decision processes

There are no automated decisions in this process.

Under 13's

If you are accessing online services and are aged 13 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.

Cookies

Cookies are small text files which identify your computer to our servers. They are used to improve the user experience. View what cookies we use and how you can manage them.

Complaints

If you would like to make a complaint regarding the use of your personal data you can contact our Data Protection Officer; Angela Woodhouse.

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner's Office (ICO) at:

Information Commissioner's Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF

Phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
Email: Information Commissioner's Office email
Website: Information Commissioner's Office website

Councillors

Open

Information about the type of personal information a Councillor collects, how it is collected, how it is used and how it is stored.

Please be aware that Councillors act as data controllers in their own right, and may apply their own privacy notice. They will provide this before processing your personal data.

Councillors represent residents as part of their work in the community. They contact officers of the Council and other organisations on your behalf to investigate your concerns and respond to your enquiries. They are registered with the Information Commissioner’s Office (ICO) as a Data Controller in their own right.

What types of information do we collect from you?

  • Name
  • Address
  • Phone number
  • Email address
  • Details of the inquiry

In some cases, such as assisting you with specific issues or specific organisations, they might need more information such as:

  • National insurance number
  • Reference number(s)
  • Date of birth
  • Signature
  • Information about your health needs
  • Details of family members

In some cases, they might handle special category data such as medical information.

How a Councillor collects personal information?

A Councillor might collect information from you in a number of ways, for example:

  • when they meet you in the community or at surgeries
  • when you telephone or email
  • when you send letters

What is a Councillor’s power to obtain and use personal data?

To collect and use your personal information, it is necessary for a Councillor to have a lawful basis.

The ones that cover their work with your personal information are the following:

  • Consent - you provide your information and ask them to act on your behalf.
  • Protect your vital interests - such as a life or death situation or to protect you from harm, or the vital interests of another person.
  • A task in the public interest or where, because of their role as a Councillor,
    they are authorised to use your personal information.
  • Legitimate interests – they need to process your data for their legitimate interests, or the legitimate interests of a third party.

For special category data, such as your medical information, they rely on the following conditions:

  • Explicit consent – this will usually be in writing.
  • Protecting vital interests – when you are unable to give consent and you or someone else is at risk of harm.
  • Establishment, exercise or defense of legal claims or whenever courts are acting in their judicial capacity

What is your personal information used for?

  • To investigate and respond to your request for advice, guidance or
    information.
  • To investigate and respond to an inquiry or a complaint you have contacted
    us about.

Will your personal information be shared?

In some cases, to enable the Councillor to deal with your issues, they may have to share your information with other organisations such as the DWP, the NHS, or other bodies, such as schools and charities. Where appropriate they may also share your information with other Ward Councillor colleagues in order to proactively work to resolve the issues you have raised.

Where possible, the Councillor should let you know when they have shared information.

There may, however, be instances where it might not be possible to tell you that the information was shared because of public interest issues such as an investigation or a police matter.

When undertaking party political activities your information will only be shared where you have consented to the process.

How do Councillors keep your personal information secure?

All Councillors are required to keep your information safe and keep it secure. In addition, to the security provided by council devices and/or systems, they should have adequate measures in place to safeguard access to any information you
have provided.

How long will Councillors keep your personal information?

As part of a Councillor’s work keeping track of your case, they will have to hold onto your information. Usually, this will be for 6 years, but it will vary depending on the type of issue involved since that creates different types of records.

Some of your personal information such as that associated with minor correspondence such as scheduling meetings, is held for less time.
Any information the Councillor holds at the end of our term in office is either passed to the appropriate Council representative or should be securely destroyed.

Is your personal information processed overseas?

Usually, Councillors will not send your personal information outside the EEA. If they have to for any reason (such as using cloud computing servers with overseas data centres), they will ensure that it is done within the appropriate procedures and safeguards as set down by the Information Commissioner’s Office (the body that regulates data protection).

Marketing (if applicable)

At no time will Councillors use your information or pass it to another organisation for marketing or sales purposes without your prior express consent.

What are your Information Rights?

Your Information Rights are set out in the law. Subject to some legal exceptions, you have the right to:

  • have any inaccuracies corrected
  • have your personal data erased
  • place a restriction on any processing of your data
  • object to processing
  • request your data to be ported (data portability).

To exercise any of these rights please contact the Councillor in the first instance.

You also have the right to request a copy of the personal information the Councillor holds about you. To do this email (Councillor's email address as published on the Council’s website).

To learn more about your rights please see the Information Commissioner's Office website.

Complaints

In the event of a complaint regarding the processing of your personal data you should contact the Councillor(s) involved immediately.

If you do not feel they have properly dealt with your complaint, you can also contact the Information Commissioner's Office (ICO) at:

Information Commissioner's Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF

Phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
Fax: 01625 524 510
Email: Information Commissioner's Office email
Website: Information Commissioner's Office website