Your privacy is important. It is Gibraltar Parliament’s policy to respect your privacy regarding any information we may collect from you across our website, https://www.parliament.gi, parliament.egov.gi and other sites we own and operate.

Information we collect

We collect and process personal information to support the statutory functions and responsibilities of the Electoral Registration Officer, the Returning Officer and the Referendum Administrator. This includes the compilation of the Register of Electors and the administration of elections and referendums.

Who is the Data Controller?

The Electoral Registration Officer is responsible for compiling and maintaining the Register of Electors and for matters relating to voter registration;

The Returning Officer is responsible for administering elections;

The Referendum Administrator is responsible for administering referendums.

Why do we collect your information?

The basis for collecting personal information is that it is necessary for the performance of tasks vested in the Electoral Registration Officer, the Returning Officer and the Referendum Administrator as set out in the following legislation:

• Parliament Act
• Elections Rules
• Electors Registration Rules 2019
• Postal Voting (Procedure) Rules
• Proxy Voting (Procedure) Rules 2019
• Referendum Act 2015
• Referendum (Voting) Regulations 2021

Log data

When you visit our website, our servers may automatically log the standard data provided by your web browser. This data is considered “non-identifying information”, as it does not personally identify you on its own. It may include your computer’s Internet Protocol (IP) address; your browser type and version; the pages you visit; the time and date of your visit; the time spent on each page and other similar details.

We may also collect data about the device you are using to access our website. This data may include the device type, operating system, unique device identifiers, device settings, and geo-location data. What we collect can depend on the individual settings of your device and software. We recommend checking the policies of your device manufacturer or software provider to learn what information they make available to us.

Personal information

We may collect and process the following information:

Name, address, date of birth and nationality

Unique identifiers such as your Gibraltar Identity Card Personal No, Passport No

Contact details including phone number, mobile phone number or email address

This data is considered “identifying information”, as it can personally identify you. We only request personal information relevant to providing you with a service, and only use it to help provide or improve this service.

How we collect information

We collect information by fair and lawful means, with your knowledge and consent. We also let you know why we’re collecting it and how it will be used. You are free to refuse our request for this information, with the understanding that without it we may be unable to provide you with some of your desired services.

How we use your information

The Electoral Registration Officer uses your information to:

• Compile, publish and maintain the Register of Electors;
• Process applications submitted to the Electoral Registration Officer;
• Undertake house to house or other sufficient enquiry made in Gibraltar as to the persons entitled to be registered (this may include contacting you directly using email or phone contact details provided by you);
• Identify potential voters and encourage voter registration;
• Informing you of important developments and updates on electoral registration.

The Returning Officer uses your information to:

• Administer the voting process including polling stations and postal voting;
• Prepare statutory election documents and notices including poll cards;
• Process any Absentee, Postal or Proxy voting requests;
• Provide information about polling stations and electoral details.

The Referendum Administrator and Registration Officer uses your information to:

• Compile a voters list as prescribed in the Referendum (Voting) Regulations 2021;
• Administer the voting process including polling stations and postal voting;
• Prepare statutory election documents and notices including voting cards;
• Informing you where to vote at referendums.

We may use a combination of identifying and non-identifying information to understand who our visitors are, how they use our services, and how we may improve their experience of our website in future. We do not disclose the specifics of this information publicly, but may share aggregated and anonymised versions of this information, for example, in website and customer usage trend reports.

Data processing and storage

The personal information we collect is stored and processed in Gibraltar, or where we or our partners, affiliates and third-party providers maintain facilities. We only transfer data within jurisdictions subject to data protection laws that reflect our commitment to protecting the privacy of our users. We take appropriate steps to make sure that the personal information we hold (on paper and electronically) is kept securely and only used by people who have an operational need and a right to see it.

We only retain personal information for as long as necessary to provide a service, or to improve our services in future. While we retain this data, we will protect it within commercially acceptable means to prevent loss and theft, as well as unauthorised access, disclosure, copying, use or modification. That said, we advise that no method of electronic transmission or storage is 100% secure, and cannot guarantee absolute data security.

If you request your personal information be deleted, or where your personal information becomes no longer relevant to our operations, we will erase it from our system within a reasonable timeframe.

Third-party access to information

We may, from time to time, allow limited access to our data by external consultants and agencies for the purpose of auditing, analysis and service improvement. This access is only permitted for as long as necessary to perform a specific function. We only work with external agencies whose privacy policies align with ours.

We will refuse government and law enforcement requests for data if we believe a request is too broad or unrelated to its stated purpose. However, we may cooperate if we believe the requested information is necessary and appropriate to comply with legal process, to protect our own rights and property, to protect the safety of the public and any person, to prevent a crime, or to prevent what we reasonably believe to be illegal, legally actionable, or unethical activity.

We do not otherwise share or supply personal information to third parties. We do not sell or rent your personal information to marketers or third parties.

Limits of our policy

This privacy policy only covers Gibraltar Parliament’s own collecting and handling of data. We only work with partners, affiliates and third-party providers whose privacy policies align with ours, however we cannot accept responsibility or liability for their respective privacy practices.

Our website may link to external sites that are not operated by us. Please be aware that we have no control over the content and policies of those sites, and cannot accept responsibility or liability for their respective privacy practices.

Changes to this policy

At our discretion, we may change our privacy policy to reflect current acceptable practices. We will take reasonable steps to let users know about changes via our website. If you are a registered user on www.parliament.gi and parliament.egov.gi we will notify you using the contact details saved in your account. Your continued use of this site after any changes to this policy will be regarded as acceptance of our practices around privacy and personal information.

Your rights and responsibilities

As our user, you have the right to be informed about how your data is collected and used. You are entitled to know what data we collect about you, and how it is processed. You are entitled to correct and update any personal information about you, and to request this information be deleted. You may amend or remove your account information at any time, using the tools provided in your online account settings.

You are entitled to restrict or object to our use of your data, while retaining the right to use your personal information for your own purposes. You have the right to opt out of data about you being used in decisions based solely on automated processing.

Contact us

We aim to meet the highest standards when collecting and using personal data. We encourage people to bring questions and concerns to our attention and we take any complaints we receive seriously.

If you have any questions about this Privacy Notice or any of our privacy practices, or if you want to exercise any of your privacy rights, please contact us on info@parliament.gi

If you are not satisfied with our response, you may wish to raise your concerns or make a complaint to the Gibraltar Regulatory Authority by contacting them on privacy@gra.gi or telephone +350 20074636.

This policy is effective as of August 2023.