About the Mobile Election Application (MEA)

MEA is provided by Civica Xpress which is part of Civica UK Limited. Civica Xpress acts as the processor for personal data uploaded to and made available from this web platform. The controller, who has determined the purposes and the manner in which personal data is collected and processed using this application, is the organisation (Local Authority, Returning Officer, or Electoral Registration Officer) for whom this platform is being provided. Details of their data protection officer can be found on their own privacy notice or website.

How and why is information gathered on this application used?

Personal data including bank details, right to work documentation, address and contact details may be obtained directly from an MEA user in a number of ways including:

• When you create an MEA account for the purpose of employment with a Returning Office, Electoral Registration Officer, Local Authority, or other employer.
• When you create an MEA account for the purpose of acting as a booking agent in relation to a polling station or other electoral venue transactions.
• When you create an MEA account for any other purpose.
• When you submit or make changes to personal, contact, or employment information for your MEA account.
• When you upload employment documentation to the MEA platform
• When you submit direct messages or documents to the MEA platform which include such information

Personal data may also be obtained when uploaded directly to the MEA platform by the controller.

Documents submitted to the Mobile Elections App (MEA) platform will be stored in accordance with the privacy policy and document retention policy of your employer, or the Local Authority, Returning Officer or Electoral Registration Officer who has requested that this be submitted via the MEA platform.

Any special category information submitted as part of employment documentation to the MEA platform will be stored in accordance with the privacy policy and document retention policy of your employer, the Local Authority, Returning Officer or Electoral Registration Officer who has requested that this be submitted via the MEA platform.

How long will we keep this information?

The controller determines the period that data is retained.

Access to your details and other rights?

You have the right to request access to personal data held and to have any inaccurate information, such as your name or contact details, corrected. You also have the right to object to processing on grounds relating to your particular situation. Such requests or objections should go to the controller.

Will we share this information with outside parties?

Civica Xpress will not disclose personal data unless required by law, that is if such action is necessary to comply with a current judicial proceeding, a court order or legal process served on our application. Personal data collected will not be sold.

What security controls are in place?

Civica Xpress want you to be secure when using this application and are committed to maintaining your privacy when doing so. There are also different layers of security implemented throughout the application, for example hardware and application firewalls; intrusion detection systems; and SSL encryption.

The MEA platform is hosted by Microsoft Azure. All data hosted within Microsoft Azure is encrypted and secured to a high standard. All data hosted by Microsoft Azure for the MEA platform is stored within the United Kingdom. Microsoft enterprise cloud services are independently validated through certifications and attestations, as well as third-party audits. In-scope services within the Microsoft Cloud meet international and industry-specific compliance standards, such as ISO/IEC 27001 and ISO/IEC 27018, FedRAMP, and SOC 1 and SOC 2. They also meet regional and country-specific standards and contractual commitments, including the EU Model Clauses, UK G-Cloud, Singapore MTCS, and Australia CCSL (IRAP).