We maintain contact details for individuals including elected representatives, electoral administrators, political parties, registered campaigners and others. We collect this information at the point of inbound contact or via publicly accessible data sources.

How we use and store information

We use this information to send newsletters and updates on important developments about electoral administration, electoral registration and political finance. This activity forms part of our public task which has its basis in the Political Parties, Elections and Referendums Act 2000.

We store this information in a customer and contact management system and use network controls to ensure only members of staff that require access to this information have it. We monitor access through audit logs so that we can attribute any changes to the data we hold to a named member of staff.

We audit this information annually to ensure accuracy and to deactivate redundant records. At this point we replace personal data from redundant records with artificial identifiers, to maintain a record of the contact but remove the personal data that is available to staff.

We may store personal data with MailChimp to automate the way we send newsletters and audit the reach of this content. MailChimp is compliant with General Data Protection Regulation requirements and we retain control over the personal data stored on its platform.

We will respond to any requests for access, rectification, erasure, restriction or objection about this data. We will act on each request based on its own merits.

Last updated: 18 June 2019
Next review: 17 June 2020