Guidance for the GLRO administering the GLA elections

You must publish notices by posting them in a conspicuous place or places within the Greater London area.1  This should include London borough offices, noticeboards, libraries and other public buildings. The notice may also be given in such other manner as you think fit. 

In order to ensure that voters can receive the information they need, in an accessible format and within time for them to cast their vote, you should ensure that any notices that you publish are easily accessible for voters, such as through your local authority website. You should ensure that any notices published on your website are in an accessible format.

If you are making information available on your website you should ensure it is accessible to all voters. For example, if you are providing information in PDF format, you should be aware that if certain steps are not followed when creating PDFs, they may not be compatible with screen readers and other assistive technologies. The UK Government has produced a guide to producing accessible PDFs you can refer to. You could also speak to your authority's equalities officer for advice.

You will also need to consider how you will supply any notices for local publication by the CROs in order to enable timely publication. You should liaise with the CROs to ensure that the notices they are required to publish locally are also made accessible.

In accordance with data protection legislation, you will need to consider whether it is appropriate or necessary for the notices to remain published, on your website or elsewhere, beyond the expiry of the petition period for that election. You will also need to decide who will be responsible for removing them at the appropriate time. You can find more information about this in our guidance on data protection. 

Where the notices serve specific purposes, i.e. advising who will be a candidate at the election, once the election is over, and the opportunity to question that election has passed, they serve no further purpose. Therefore, you should either remove the notices, or remove the personal data contained in the notices, once the petition deadline for the election has passed.

Data protection legislation does permit personal data to be stored for longer periods if the data will be processed solely for archiving purposes in the public interest, or for scientific, historical, or statistical purposes and subject to the implementation of appropriate safeguards. For notices of election results, for example, you should retain these on your website as they are for public interest and historical and statistical purposes.

You should have robust proof-checking processes in place to ensure that there are no errors on the notices you are required to publish. Having robust proof-checking processes in place could help detect any errors and avoid any potential data breaches before they occur.

Translation and formats of notices

You are required, where you consider it appropriate to do so, to ensure that notices are translated or provided in another format.2  You may produce them:3   

• in Braille 
• in languages other than English 
• using graphical representations
• in audio format 
• using any other means of making information accessible

The ballot papers cannot be produced in any language other than English or other than in the prescribed format. However, both the enlarged hand copy and the display copies of the ballot paper must have the instructions for voters printed at the top of the paper,3  and these words may be translated into languages other than English.