Online registration of electoral material system 

– privacy collection notice

This privacy collection notice applies to online applications for the registration of electoral material for state and local government elections via the Registration of Electoral Material System.

What personal information do we collect from the registration of electoral material system?

When you sign up to the Registration of Electoral Material System, the NSW Electoral Commission will collect your personal information such as your full name, email address and phone number.

You will be issued a new Login ID for each election event you apply to register electoral material.

When you sign up and use the Registration of Electoral Material System, the NSW Electoral Commission will be collecting click stream data (refer to the Website privacy statement for details).

The NSW Electoral Commission will collect all the content you enter and save or submit via the Registration of Electoral Material System, but applications will not be considered until submitted.

The NSW Electoral Commission may request additional personal information in relation to an application/s or to manage your access to the Registration of Electoral Material System.

Why do we collect personal information from the registration of electoral material system?

The NSW Electoral Commission may use your information collected from the Registration of Electoral Material System to:

• manage your system access
• contact you and/or an individual on whose instructions the material was produced about your application/s or system access (including via SMS, email or telephone)
• verify your identity
• ascertain whether an application is compliant with applicable laws
• make decisions and/or request further information with respect to your application/s
• publish on its website registered electoral material and related certificate/s
• invite you to provide feedback about your experience using the system
• improve and review its services (including identifying resource needs, evaluating outcomes, and staff training), and
• as authorised or required by law including the audit and investigation of electoral expenditure.

Data collected as click stream data and cookies when you visit the website may be used to maintain, secure and improve NSW Electoral Commission websites and enhance your experience when using them (refer to the Website privacy statement for details).

Who will access your personal information you provide us?

Apart from information that is required to be made available for public inspection on the NSW Electoral Commission’s website, access to your information is generally restricted to a limited number of staff and contractors for the purposes identified above.

In relation to state elections the NSW Electoral Commission is required to make available for public inspection on its website the registered electoral material and the relevant certificate of registration from the Monday preceding the election day until 6pm on election day. After this period, the material, certificate and application must be kept in secure storage until the conclusion of the election’s preservation period.

In relation to local government elections administered by the NSW Electoral Commission, the NSW Electoral Commission is required to make available for public inspection on its website the registered electoral material and the relevant certificate of registration during the hours of polling on election day and on all the days to which the polling is adjourned. After this period, the material, certificate and application must be kept in secure storage until the conclusion of the election’s preservation period.

A certificate of registration will include your full name and details pertaining to the approval and electoral material (refer to the Website privacy statement and Privacy Management Plan for more information about public registers).

The NSW Electoral Commission must disclose your information if lawfully required and may also do so in other cases if lawfully authorised, for example, to other investigative agencies for law enforcement purposes.

Are you required to provide us the personal information we collect?

Electoral material that is to be distributed on election day must be registered by the NSW Electoral Commission. For those who do not wish to apply online to register electoral material, an application to register electoral material form is available on our website. Applicants should lodge the form with a copy of the electoral material via the methods set out on that form.

Whilst some fields in the Registration of Electoral Material System are not mandatory, insufficient information may delay or prevent the NSW Electoral Commission from being able to process your application or manage your system access.

Can you access or amend the information you provide us?

You will be provided with a unique Login ID (that is only relevant for a specific election event).

Once you create a user account the only field you can change in the system is your password. You will need to contact the NSW Electoral Commission’s system administrator to amend your name and contact details. Your email address cannot be changed as this is your unique Login ID.

After you submit your application via the Registration of Electoral Material System you cannot amend or delete your application. The NSW Electoral Commission may allow the draft or sample material to be altered or replaced during the application period before agreeing to registration. You may withdraw material from consideration if its status is not marked as “rejected” and before the registration period closes.

If the material is registered, the NSW Electoral Commission may revoke the registration of the material or attach a condition to the registration of the material, requiring the material to be altered if the Electoral Commissioner is satisfied that electoral material was erroneously registered.

The Registration of Electoral Material System is available in relation to a specific election event. Once that event is over you will no longer be able to access the system.

For general information on how to access and request to correct your personal information please refer the NSW Electoral Commission’s Privacy Management Plan.  

Further information

If you have questions about using the Registration of Electoral Material System, you may use the form available on our webpage, Contact us or telephone 1300 022 011.

The NSW Electoral Commission’s Privacy Management Plan provides general information about how the NSW Electoral Commission’s manages personal information.

If you have concerns about the collection, use, disclosure or storage of personal information, you may contact the Privacy Officer by emailing privacy@elections.nsw.gov.au.

The NSW Electoral Commission’s head office is located at 231 Elizabeth Street, Sydney NSW 2000.