MHCLG: Elections Modernisation Pilots 2026 Evaluation

This privacy notice explains how we collect, use, and protect your personal information when you participate in research for MHCLG. The following is to explain your rights and give you the information you are entitled to under UK data protection legislation.   

1. The identity and contact details of the Ministry of Housing, Communities & Local Government (MHCLG) and our Data Protection Officer   

Ministry of Housing, Communities & Local Government (MHCLG) is the “data controller” for the personal data processed as part of this research. 

This includes any data we collect, process or store directly, as well as any processing carried out on our behalf by organisations who are contracted to work with us (data processors). You may hear from one of these organisations – Verian – directly, as they are helping us deliver this research. They are working under contract to MHCLG and will only process your information in line with our instructions. 

The Data Protection Officer can be contacted at dataprotection@communities.gov.uk  

2. What personal data we are collecting and why  

Your personal data is being collected as part of a research survey conducted by MHCLG, which is a UK government department. The findings from the research will help evaluate the impact of implementing modern voting hubs and other flexible voting arrangements. The research will take place with electoral staff working at local authorities, aiming to gather the experiences and perspectives of those involved in the planning and delivery of the pilots; including the practical challenges of implementation and insights into how the hubs operate in different contexts. 

The following personal data is being collected:  

• Name and Email address of the agreed contact within the Local Authority  

The survey will be sent to the nominated Local Authority individual via email, who will then arrange for the survey to be completed by representative(s) within their team(s). The completed response(s) will then be returned back to MHCLG via the original email address, with the identity of the individual(s) who competed the survey being anonymous. 

The survey will contain the following: 

• The individuals associated local authority. 

• Views and experiences of planning and delivering the Elections Modernisation Pilots 

Individual names, staff roles and contact details who completed the survey will not be collected as part of the research.   

MHCLG will store the personal data so they can synthesise the findings and to produce outputs, including reports, presentations, and a published report setting out the findings of the evaluation of the Elections Modernisation Pilots. We do not intend to collect special category data as part of this research 

3. Lawful basis for processing the data  

The data protection legislation sets out when we are lawfully allowed to process your data.   

The lawful basis that applies to this processing is the performance of a task in the public interest. This is Article 6(1)(e) of the UK GDPR – public task. 

4. With whom we will be sharing the data   

Your data will be shared with members of the Elections Research and Analysis team at MHCLG, the MHCLG support team (such as the Business Change team) and our contractor, Verian. 

High level anonymised findings from this survey could be part of that report which we will seek to publish. Anonymised data may also be shared with the Electoral Commission. 

Anonymised data will always be used. However, due to the small number of participating local authorities it may be possible to identify which areas are being referred to in reporting. 

The current project scope does not include plans to share data with other government departments or organisations for any other purpose.  

5. For how long we will keep the personal data, or criteria used to determine the retention period.  

If you respond to a research survey, your personal data will be processed, stored, transmitted and held securely by MHCLG Elections Research and Analysis Team and any organisations contracted to work with us. All systems and transfers meet UK government security standards.  

Your personal data will be stored on a survey platform, Citizen Space, as a means to collect data. Once data has been downloaded from Citizen Space, it will be deleted from the survey platform. From then on, the data will be stored in a secure government IT system. 

Data retention and deletion 
Personal data is only kept for as long as necessary and is securely deleted once it is no longer required. For research projects, data is held for the time needed to complete the analysis, which is typically less than 90 days. Once personal data has been deleted, only anonymised or aggregated information is kept and used for research purposes. It is of note that this survey will not collect names, staff roles or contact details of participants. 

Access controls
Access to files and folders containing personal data is strictly controlled. Only authorised staff and contractors who need the information to carry out this research and analysis can view or use it.

6. Your rights, e.g. access, rectification, erasure    

Participation in this project is voluntary and based on the ethical principle of informed consent. Data processing is managed in accordance with public task activity outlined in Article 6(1)(e) of the UK General Data Protection Regulation (UK GDPR).   

The data we are collecting is your personal data, and you have rights that affect what happens to it. You have the right to:   

a. know that we are using your personal data 
b. see what data we have about you 
c. ask to have your data corrected, and to ask how we check the information we hold is accurate 
d. complain to the ICO (see below)  

In some circumstances you may also have the right to withdraw your consent to us having or using your data, to have all data about you deleted, or to object to particularly types of use of your data. We will tell you when these rights apply.  

7. Sending data overseas  

Your personal data will not be sent outside of the UK or EU. It will be securely stored in the UK or EU by MHCLG and its processors. 

8. Automated decision making  

We will not use your data for any automated decision making.  

9. Complaints and more information  

When we ask you for information, we will keep to the law, including the Data Protection Act 2018 and UK General Data Protection Regulation.  

If you are unhappy with the way the Department has acted, you can make a complaint.  

If you are not happy with how we are using your personal data, you should first contact dataprotection@communities.gov.uk.  

If you are still not happy, or for independent advice about data protection, privacy and data sharing, you can contact:  

The Information Commissioner’s Office 
Wycliffe House 
Water Lane 
Wilmslow, Cheshire 
SK9 5AF 

Telephone: 0303 123 1113 or 01625 545 745  https://ico.org.uk/