Association of Electoral Administrators Privacy Policy

This privacy policy sets out how the Association of Electoral Administrators (AEA) uses and protects any information that you provide when you complete a membership application form or any other form, renew your membership and use the Association’s website.

The AEA is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this Privacy Policy.

The AEA may change this policy from time to time by updating this document. You should check the document from time to time to ensure that you are happy with any changes. The document will be available on the AEA’s website or can be emailed to you, upon request. This policy is effective from 1 October 2014.

What we collect

We may collect the following information:

  • name and job title
  • contact information including email address
  • other personal information such as gender and disability
  • demographic information such as employer and address and preferences
  • other information relevant to customer surveys

What we do with the information we gather

We require this information to understand your needs and provide you with a better service and, in particular, for the following reasons:

  • For internal record keeping – e.g. membership, training, and conference administration.
  • We may use the information to improve our membership services.
  • We may periodically send emails about conferences, seminars, workshops, training, consultancy and other services.
  • We will also send regular information about electoral matters to you via email including the weekly newsletter, reports, ARENA, and other relevant information using the email address which you have provided.
  • We may periodically send information about our services and electoral policy matters to individuals and organisations with an interest in electoral administration.
  • From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone or mail. We may use the information to customise the services we provide and the website according to your interests.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable procedures to safeguard and secure the information we collect online and through any forms that you may complete such as for membership or training.

How we use cookies and Google Analytics

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to the needs of our members and public visitors to the site. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

We use Google Analytics to generate detailed statistics about the website traffic and traffic sources. Google Analytics tracks visitors from all referrers, including search engines and social networks, direct visits and referring sites. It also tracks display advertising, email marketing and digital collateral such as links within PDF documents.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this Privacy Policy. You should exercise caution and look at the privacy policy applicable to the website in question.

Controlling your personal information and unsubscribing

You may choose to restrict the collection or use of your personal information or unsubscribe from receiving notifications in the following ways:

  • You may choose to unsubscribe from receiving emails from the Association at any time by using the facility provided on general emails sent by the AEA or by contacting us at exec@aea-elections.co.uk. However, please be aware that by doing this you will not receive any direct notifications of new items published on the website or details about training courses etc., although you will still have access to this information on the website.
  • if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to the Executive Director (Resources), Association of Electoral Administrators, PO Box 201, South Eastern, Liverpool L16 5HH or emailing at exec@aea-elections.co.uk.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.

You should be aware that if you choose to unsubscribe then you will no longer receive direct emails from us informing you of upcoming events and other important notifications.

You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held about you, please email exec@aea-elections.co.uk.

If you believe that any information we are holding about you is incorrect or incomplete, please write to us at Executive Director (Resources), Association of Electoral Administrators, PO Box 201, South Eastern, Liverpool L16 5HH  or email us as at exec@aea-elections.co.uk. We will promptly correct any information found to be incorrect.