Privacy notice

Who is the Data Controller for the information I provide?

The Electoral Registration Officer is the Data Controller with responsibility for the conduct of the governance referendum in Liverpool City Council.

Why are we collecting your data?

When you are completing the consultation form, we will ask you to provide information that will help us ensure that no one can submit more than one response.

This information will be kept separately from your stated preference and will only be used for the purposes of this consultation exercise and will be destroyed as soon as practicable after the completion consultation exercise.

What information we may collect to verify your participation in the consultation

The following information will be requested when you come to express your view:

• your name
• your address
• your email

What is the legal process for collecting this data?

The Representation of the People (England and Wales) Regulations 2001 allow the Council’s Electoral Returning Officer to supply the full electoral register to the Council for electoral purposes “where necessary for the discharge of a statutory function of the council or any other local authority relating to security, law enforcement and crime prevention”.

The Council has a legitimate public interest in processing data from the electoral register to support the conduct of this citywide consultation. This is to ensure that anyone who takes part is only able to vote once. This is a reasonable ‘electoral purpose’. Article 6(1)(e) of the GDPR/Data Protection Act 2018 allows the Council to lawfully process data from the electoral roll for this verification purpose.

Do I have to provide this information and what will happen if I don’t?

If you do not provide this information, then you may not be able to take part in the consultation.

Who will your information be shared with?

The information you provide will be processed by Electoral Registration Officers who will cross reference your details with the Electoral Register to verify that you are resident in Liverpool and to ensure every person who votes may only do so once. The data which you have provided will not be shared or processed beyond Electoral Services.

How long will you keep this information for and why?

Your details will be kept until the outcome of the consultation has been reported to Council and a decision made on the future governance model. All data gathered will then be securely erased within 30 days of this date. Records retained on the Electoral Register will be retained and are unaffected by this process.

How will my information be stored?

The information is stored on the Electoral Management System, supplied by Xpress Software Ltd and through SmartSurvey, which is the system used for gathering consultation responses.

Will this information be used to take automated decisions about me?

No.

Will my data be transferred abroad? If so, why?

No.

What rights do I have when it comes to my data?

• Right to be informed – this privacy notice explains why we are collecting your information and how it will be used.
• Right of Access – You are entitled to request a copy of any information about you that we hold and to know what it is used for and how it has been shared. This is called the right of subject access. Any such requests must be made in writing. We will need to ask you for identification documents to confirm your identify before providing information to you.
• Right to rectification – If the information we hold about you is inaccurate you have a right to have this corrected and you have the right to request completion of incomplete data.
• Right to object to processing – You have the right to request that we stop, or restrict the processing of your personal data, in certain circumstances. Where possible we will seek to comply with your request, but we may be required to hold or process information to comply with a legal requirement.

Where can I get advice?

If you have any worries or questions about how your personal information is being used, please contact Mike Jones, Data Protection Officer at DPO@liverpool.gov.uk or by calling 0151 233 0411.

Information Commissioners Office

If you are dissatisfied with how the council has used your personal information you have a right to complain to the Information Commissioner’s Office at casework@ico.org.uk

If you wish to complain about how your personal information has been handled by Liverpool City Council, then please contact the council’s Data Protection Officer in the first instance using the details above.

If you are not satisfied you can complain to the Information Commissioner’s Office at: The Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, Tel: 0303 123 1113 or you can visit their website at ico.org.uk.