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Individual Privacy Notices

List below are individual Privacy Notices from Council Departments. 

We will use the information provided by you for the assessment and collection of Council Tax.  The basis under which the Council uses personal data for this purpose is that this is necessary for the performance of a task carried out in the public interest by the Council.

The information provided by you may include a special category of personal data relating to your physical or mental health. Such information is used to determine eligibility for reduction for disabilities and exemptions for Severe Mental Impairment in accordance with The Council Tax (Reductions for Disabilities) Regulations 1992 and The Council Tax (Exempt Dwellings) Order 1992.

You are obliged by statute to provide the information that is specified here.

The information that you have provided will be kept for a period of 7 years after the final transaction or update applied to the relevant Council Tax account record.

The information provided by you may also be used for the purpose of any other function carried out by the Council.  Information about these functions and the legal basis on which information is used for them can be found at https://www.nottinghamcity.gov.uk/privacy-statement/

The Data Controller is Nottingham City Council, Loxley House Station Street Nottingham NG2 3NG. The Data Protection Officer is Naomi Matthews. You can contact the data protection officer data.protectionofficer@nottinghamcity.gov.uk or at the address below-

Data Protection Officer
Nottingham City Council
Loxley House
Station Street
Nottingham
NG2 3NG

The new data protection law known as the General Data Protection Regulation provides for certain rights that can be found at  https://www.nottinghamcity.gov.uk/privacy-statement/ . A paper copy can be provided upon request to the Data Protection Officer.

More information on General Data Protection Regulation can be found at www.ico.org.uk

Everyone working for the Electoral Registration Officer & Returning Officer has a legal duty to keep and process information about you in accordance with the law. 

This document explains why we ask for your personal information, how that information will be used and how you can access your records. 

Why is information recorded about me?

We use information about citizens, Electors and Voters to enable us to carry out specific functions for which we are responsible and to provide you with a statutory service.

The Council appoints an Electoral Registration Officer and a Returning Officer to carry out these functions which include maintaining the Register of Electors and conducting elections.

The personal data we require for registration and voting is necessary 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 relating to electoral registration.
  • Returning Officer as set out in the Representation of the People Act 1983 and associated regulations relating to the conduct of elections.

The Electoral Registration Officer and Returning Officer are responsible for the data that they hold and are also known as the Data Controller.

The Data Controller is: Ian Curryer, Nottingham City Council, Loxley House, Nottingham, NG2 3NG.

What information do you hold?

We keep records about potential and actual electors, voters, citizens, candidates and their agents, staff employed at an election and the people we need to pay. These may be written down (manual records), or kept on a computer (electronic records).

These records may include

  • basic details about you, for example, name, address, date of birth
  • special category data i.e. your nationality (see more information below)
  • unique identifiers (such as your NI number),
  • scanned application forms & dates of any letters of correspondence,
  • your method of voting i.e. in person, by post or by proxy
  • notes about any relevant circumstances that you have told us
  • details and records about the service you have received,
  • your previous or any redirected address
  • The other occupants in your home
  • If you are over 76 or under 16/17
  • Whether you have chosen to opt out of the Open version of the Register (see more information below)
  • Contact details i.e. telephone number and email address (if you have provided them)
  • Right to work documents (if you have been employed to work on elections or canvassing)

 

What is the information used for?

Your records are used to help ensure that we provide you with the service that you need. We will, based on your nationality, include your name on the Electoral Register so that you are able to vote by your chosen method.

There are two version of the register, below is an explanation of each version and what it is used for.

Using information received from the public, registration officers keep two registers – the electoral register and the open register (also known as the edited register).

The Electoral Register

The electoral register lists the names and addresses of everyone who is registered to vote in public elections.
The register is used for electoral purposes, such as making sure only eligible people can vote. It is also used for other limited purposes specified in law, such as:

  • detecting crime (e.g. fraud)
  • calling people for jury service
  • checking credit applications

The Open Register

The open register is an extract of the electoral register, but is not used for elections. It can be bought by any person, company or organisation. For example, it is used by businesses and charities to confirm name and address details. Your name and address will be included in the open register unless you ask for them to be removed. Removing your details from the open register does not affect your right to vote.

Please Note: If your details are in the Open version of the Electoral Register, your name and address can be sold to third parties who may use it for any purpose. You can opt out of this version at any time by contacting Electoral Services at elections@nottinghamcity.gov.uk or on 0115 8764111, you are also  given the opportunity to amend this on your Household Enquiry Form which is sent to you each year.

The Electoral Register is a public document which can be viewed in person only under strict control.

Why do I need to give my information?

Legislation requires us to request this information from you so that we can maintain the Electoral Register and ensure that all eligible citizens are registered to vote.

If you do not provide us with this information then you will not be able to vote and you may be breaking the law.

What is special category data?

Special category data is personal data which requires an additional lawful basis beyond those for the main purposes of processing data.  The appropriate lawful basis for processing special categories of personal data for electoral purposes would be that it is necessary for reasons of substantial public interest and with a basis in UK law.

Your nationality falls within a special category of data.

You therefore need to provide your nationality, as we need this information to determine:-

  1. whether you are eligible to register to vote, and;
  2. which elections you are eligible to vote in 

How long is it kept for? 

In order to provide you with this service, we rely on our legal obligation.  The Electoral Registration Officer & Returning Officer are obliged to process your personal data in relation to preparing for and conducting Elections. Your details will be kept and updated in accordance with our legal obligations and in line with statutory retention periods.

Further information about retention can be found at: www.nottinghamcity.gov.uk/privacy-statement in the section ‘How long can we keep your personal information for’.

 

  • Occasions when your information needs to be disclosed (shared) include:to contracted printers to print your Poll cards, Postal Packs & other electoral material
  • to registered political parties, elected representatives, candidates, agents and other permitted participants who are able to use it for Electoral Purposes only
  • credit reference agencies, the British Library, UK Statistics Authority, the Electoral Commission and other statutory recipients of the Electoral Register
  • details of whether you have voted (but not how you have voted) to those who are entitled in law to receive it after an election
  • where the health and safety of others is at risk,
  • when the law requires us to pass on information under special circumstances,
  • crime prevention or the detection of fraud as part of the National Fraud Initiative
  • to other colleagues employed by the Returning Officer, including payroll (only if you are employed to work on elections)
  • to polling station staff (only if you are a booking contact/caretaker for a polling station venue)

Anyone who receives information from us has a legal duty to keep it confidential

We are required by law to report certain information to appropriate authorities – for example:

  • where a formal court order has been issued.
  • to law enforcement agencies for the prevention or detection of a crime
  • to the Jury Central Summoning Bureau indicating those persons who are aged 76 or over and are no longer eligible for jury service

Partner organisations

The process of checking citizens’ personal identifiers to ensure eligibility for inclusion in the Electoral Register, is controlled by the Cabinet Office via the IER Digital Service.

This includes

  • The Department for Work and Pensions who use data provided to verify the identity of new applicants
  • The Cabinet Office who will inform the old local authority of people who have moved area

Information will be processed within the EEA and will not be shared with overseas recipients.

Can I see my records?

The Data Protection Act 2018 allows you to find out what information is held about you, on paper and computer records. This is known as ‘right of subject access’ and applies to your Electoral Services records along with all other personal records.

If you wish to see a copy of your records you should contact the Data Protection Officer (contact details below). You are entitled to receive a copy of your records free of charge, within a month.

In certain circumstances access to your records may be limited, for example, if the records you have asked for contain information relating to another person.

Do I have Other Rights?

You have the right to opt out of the Open Version of the Register, at any time, and we must remove you from this version and tell the statutory recipients in the next update.

The Data Protection Act 2018 allows you other rights; for example if there is an error in your records you have the right to make sure it is corrected or erased.

You have the right to be told if we have made a mistake whilst processing your data and we will self report breaches to the Information Commissioner’s Office.

In addition the these you may also have a right

  • have your personal data transferred (data portability).
  • prevent automated processing and profiling.
  • erasure (also known as the right to be forgotten).
  • restrict processing.
  • object to processing.

Please note: Your right to erasure (also known as right to be forgotten) does not apply when processing is required for the performance of a public task (such as the maintaining of electoral registers). You can however request the any information collected on the grounds of consent i.e. your email or telephone number be deleted or removed at any time.

You can unsubscribe from receiving emails by emailing elections@nottinghamcity.gov.uk

Further information

If you would like to know more about how we use your information, or if for any reason you do not wish to have your information used in any of the ways described in this document , please tell us. Contact the Nottingham City Council, Data Protection Officer:

Naomi Matthews
Email: data.protection@nottinghamcity.gov.uk
Tel: 0115 8763855
Address: Loxley House, Station Street, Nottingham, NG2 3NG 

You can also complain to the Information Commissioner: https://ico.org.uk/

We will use the information provided by you for the purpose of Registration and Events Services. The basis under which the Council uses personal data for this purpose is that it is necessary in the exercise of official authority vested in the Council.

You will need to provide this information if you wish to access the Nottingham City Council’s Registration and Events Services. Some of this information is required by Law.

The information provided by you may also be used for the services provided by the Council.  More information about this can be found at www.nottinghamcity.gov.uk

You can also find more information about rights that you have in connection to your data and how to contact the Data Protection Officer please see our detailed privacy statement at here.

The Registration Service’s governing body, The General Register Office also has a separate privacy statement which can be found on the Register Office pages at www.nottinghamcity.gov.uk. A copy of this is also on display in the Register office.

 

This policy explains how the information we collect about you is used and your rights in relation to that information.

 Personal information collected from you in order to register an event is required by law.   The main legislation which governs the collection of registration information is the Births and Deaths Registration Act 1953, the Marriage Act 1949 and the Civil Partnership Act 2004. You may be legally by obliged these acts, and other pieces of legislation, to provide certain pieces of information.  If you fail to provide information you are required to give us you may, amongst other things, be liable to a fine, or we may not be able to provide the service you are applying for, such as a marriage or a civil partnership.

Personal information may also be collected from you if you are make an application to this office, for example for a certificate or to correct information contained in a register entry.

The information you provide will be held and processed by registration officers for this registration district.

The superintendent registrar is a data controller for birth, marriage and death registrations and can be contacted at office.register@nottinghamcity.gov.uk  

The local authority is a data controller for civil partnership registrations and can be contacted via the link on the privacy notice at www.nottinghamcity.gov.uk

The Registrar General for England and Wales is a joint data controller for birth, marriage, death and civil partnership registrations and can be contacted at the General Register Office, Trafalgar Road, Southport, PR8 2HH.

The Data Protection Officer is Naomi Matthews.

A copy of any register entry will be provided by this office in accordance with the law to any applicant, provided they supply enough information to identify the entry concerned and pay the appropriate fee. The copy may only be issued in the form of a paper certified copy (a “certificate”). An application for a certificate may also be made to the General Register Office.

Indexes for events registered at this office are publicly available in order to help members of the public identify the registration record they might need.   Indexes are available to search in paper form.

A copy of the information collected by a registration officer will also be sent to the Registrar General for England and Wales so that a central record of all registrations can be maintained.

Registration information held at this office may be shared with other organisations in the course of carrying out our functions, or to enable others to perform theirs.

We will only share information where there is a lawful basis to do so for the following reasons:

 

  1. Statistical or research purposes
  2. Administrative purposes by official bodies e.g. ensuring their records are up-to-date in order to provide services to the public
  3. Fraud prevention or detection, immigration and passport purposes

 

Further information on data held by the registration service and a full list of the organisations with whom registration data is shared, the purpose and the lawful basis for sharing the data (Annex A) can be found at www.nottinghamcity.gov.uk/births-deaths-marriages. Alternatively, staff at this office will be able to provide the information.

You have the right to request access to the personal information we hold about you, to be informed about the collection and use of your personal information, for incorrect information to be corrected (where the law permits) and to request us to restrict the processing of your personal information. In certain circumstances you have the right to object to the processing of your personal information. Your information will not be subjected to automated decision-making.

Registration information is retained indefinitely as required by law.

If you have any questions or concerns about the collection, use or disclosure of your personal information please contact office.register@nottinghamcity.gov.uk

You have the right to complain to the Information Commissioner’s Office about the way we are handling your personal information. Details on how you can do this can be found at https://ico.org.uk/

PN030 General Registry Office - Annex A

 

We will use the information provided by you to help process your requests through our website. The basis under which the Council uses personal data for this purpose is necessary for the performance of a task carried out in the public interest by the Council or in the exercise of official authority vested in the Council

The information provided by you can include the following special categories of personal data

  • Disclosure and baring certificates
  • Criminal convictions
  •  

Information in these categories is used by the Council on the basis that such use is necessary for reasons of substantial public interest, and in accordance with the provisions of the General Data Protection Regulation 2016/679 and the Data Protection Act 2018

You are obliged to provide some information for some statutory duties to collect and process information. However, for other services, you are not obliged, either by statute or by contract, to provide the information that is requested here. However, if you do not provide your personal information to us then we may not be able to process your enquiry, assessment or application.

For information on how long we can keep your information please see our retention schedule here

The information provided by you may also be used for the purpose of any other function carried out by the Council. Information about these functions and the legal basis on which information is used for them can be found at [link].

The Data Controller is Nottingham City Council, Loxley House Station Street Nottingham NG23NG

The Data Protection Officer is Naomi Matthews. You can contact the data protection officer at the above address or here

The new data protection law known as the General Data Protection Regulation provides for the following rights as prescribed by the legislation:

  • A right to request a copy of your information
  • A right to request rectification of inaccurate personal data
  • A right to request erasure of your data known as ‘the right to be forgotten’
  • A right to in certain circumstances to request restriction of processing
  • A right in certain circumstances to request portability of your data to another provider
  • A right to object to processing of data in certain circumstances
  • A right regarding automated decision making including profiling
  •  

Please note that if you are unhappy with a decision regarding the handling of your data you have the right to complain to the Information Commissioners Office at Wycliffe House Water Lane Wilmslow, Cheshire SK95AF and also see the Information Commissioners website at xxxxxxxxxxx (link through to the ICO website page on rights.

 

We will use the information provided by you for the purpose of Registration Services. The basis under which the Council uses personal data for this purpose is that it is necessary in the exercise of a public task with the official authority vested in the Council.

You will need to provide this information if you wish to access the Nottingham City Council’s Registration Service. Some of this information is required by Law.

The information provided by you may also be used for the services provided by the Council. More information about this can be found at www.nottinghamcity.gov.uk

You can also find more information about rights that you have in connection to your data and how to contact the Data Protection Officer please see our detailed privacy statement at www.nottinghamcity.gov.uk.

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