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Data Privacy Notice for the Election Observation Roster

Information specific to the personal data being collected

The following data is specific information in relation to the personal data processed for the Election Observation Roster.

1. Specified purpose:

The Election Observation Desk will process your information for the following purposes:

  • Establishment of a new Election Observation Roster to run from 01 January 2019 to 31 December 2023. As set out in the Election Observation Volunteer Information Booklet:

"When your application form is received, we create a record in your name, which contains much of the personal information you have supplied. This personal record is used solely in processing your candidature." (p. 7 Election Observation Volunteer Information Booklet)

  • Operation of the Election Observation Roster which will run from 01 January 2019 to 31 December 2023 including communicating calls for expressions of interest to participate in Election Observation Missions (EOMs); assessment and selection of applications from members of the Election Observation Roster to participate in Election Observation Missions; provide information to other parties primarily the Organisation for Security Co-operation in Europe (OSCE) and European Union (EU) to nominate and deploy Election Observers;
  • Report on the activities of the Election Observation Roster including the publication of following data relating to the Election Observation Roster:
    • Names of all members of the current Roster;
    • Details of Election Observation Missions supported including:  EOM Organisation (EU or OSCE); number of Observers deployed per mission; Names of Observers deployed per mission; total costs associated with the EOM and Observer (excluding Insurance).

The Election Observation Desk will collect and retain the following data on members of the Election Observation Roster:

  • Name, Date of Birth, Gender, Address, Contact telephone number(s), contact email address(s); applications to specific Election Observation Missions and related correspondence; Garda Vetting Disclosures and, where applicable, Police Reports;   deployment on specific missions and related correspondence.

In addition, the following information may be requested if a member of the Election Observation Roster is nominated to participate in an EOM:

  • Name and contact details of emergency point of contact; passport details and scanned copy of passport; other details relevant to the observers travel arrangements such as dietary requirements  scanned passport photograph, bank details, tax clearance certificate, blood type; letter from doctor;  additional information as requested by the Election Observation Mission.

The personal data will be held electronically and in hard copy and will be processed by the Department of Foreign Affairs and Trade for the above purposes.

It should be noted that the list of names of those on the Roster is a matter of public record and may be provided in responses to requests for such information from the Oíreachtas. Equally, the list of names of those who have participated in election observation missions and the relevant mission is also a matter of public record.

2. Lawful basis:

The legal basis for processing personal data is normally based on relevant legislation. We are permitted by law to process information to administer our schemes and core functions. In addition, the Irish Constitution, Bunreacht na hEireann (article 28(2)) and the Ministers & Secretaries Acts 1924 to 2017 bestows overall powers on the Government to collect and process data.

We administer both statutory schemes and administrative schemes. The legal basis for statutory schemes is the relevant legislation for each statutory scheme. Where there is no statutory basis then we will request your consent at the time that the information is collected.

The basis for retaining and processing the personal data of candidates for membership of the Election Observation Roster is set out in the Election Observation Volunteer Booklet and associated application form. Candidates may withdraw their consent at any time by emailing the Election Observation Desk.

3. Recipients:

The Department of Foreign Affairs and Trade will receive personal data for the specified purpose as set out in paragraph 1. This information is shared with the National Vetting Bureau, Insurance Provider, Travel Management Company, the EU and the OSCE in order to nominate and deploy Volunteers for Election Observation Missions.

4. Transferred outside the EU:

On occasion data may be transmitted outside of the EU by third parties (EU, OSCE) for the purposes of observer accreditation and immigration clearance.

5. Retention Period:

The data collected will be held by the Department only as long as there is a business need to do so in line with the purpose(s) for which it was collected as set out in paragraph 1.

6. Data provision being statutory or contractual obligation:

Not Applicable.

7. Automated Decision Making:

No automated decision making is carried out during the process.

8. Information from Third Party:

The Election Observation Desk receives information from the European Union and the Organisation for Security Co-operation in Europe in relation to feedback on observers. The OSCE provides an evaluation of long-term observers, which includes the name of the observers, nationality, gender, deployment details, and review of the observer's performance and conduct. The European Union provides an evaluation of an observer via the EU's Election Observer database.