During Council of Representatives elections, personal data is processed to generate lists of candidates and online candidate selector engines, to present the candidates and to arrange the elections in accordance with the co-operative’s rules and election rules. This page also includes information on your rights as a data subject and how you can exercise your personal data processing rights.
Data controller’s details
The co-operative that arranges the Council of Representatives elections is responsible for the processing of personal data. For the contact details of the co-operatives or data controllers, please click here.
Purposes for which your personal data is used
If you want to become a candidate in Council of Representatives elections, we will use your personal data to generate the lists of candidates and online candidate selector engines, and to arrange the elections. If necessary, we may send requests to review or supplement a list of candidates or data provided by the candidates to the agents responsible for the lists of candidates to generate the lists.
If you are a candidate, we may send you invitations or reminders to add your information in the online candidate selector engine and other messages related to the elections. Each co-operative decides which data fields will be added to the online candidate selector engine. The data you enter in the online candidate selector engine will be publicly available once the engine has been published.
The data in the list of candidates and the data you have entered in the online candidate selector engine will be used to implement the elections and to present the candidates. The list of candidates will be sent to all co-op members who are entitled to vote and published in media to be determined by the co-operative.
The election results will be published in accordance with the election rules once the S election committee has confirmed the results. To secure transparency of the co-operative’s administration and the co-op members’ right to obtain information, the co-operative may keep the results of the elections on public display on the co-operative’s website until the results of the next elections are confirmed.
The co-operative will also process personal data in connection with contact requests, i.e. when a person interested in becoming a candidate or a person with a question about the list of candidates contacts the co-operative.
The personal data will not be used for direct advertising, telemarketing or any other form of direct marketing, market surveys or opinion polls.
Data we collect about you and sources from which we obtain the data
If you become a candidate in Council of Representatives elections, we will process your personal data and your information pertaining to the elections. We receive the data from you when you become a candidate and submit information to the online candidate selector engine. For more information on how your personal data is processed, please see your local co-operative’s election website or request more information from the agent responsible for your candidate list.
Basis for processing personal data
We process personal data pertaining to Council of Representatives elections based on the Co-operatives Act, the rules of the co-operative and the election rules. Any information you provide voluntarily, such as information in the online candidate selector engine, we process based on your consent.
Who processes your personal data?
Your personal data is processed by S Group employees whose work duties involve the implementation of the Council of Representatives elections and the processing of your contact requests. We also use external service providers in the production of system and support services. Our maintenance and technical support service provider transfers your personal data to a limited extent to outside the European Union and the European Economic Area. The service provider has signed service and data processing agreements compliant with the EU standard clauses that commit them to appropriate data protection arrangements. If you want to know more about the processing of personal data outside the EU/EEA, please contact the co-operative with which you signed an invoicing customer agreement. Contact details of the S Group’s data controllers are available by clicking the link below.
We always process your personal data with care, maintaining good data processing practices. For more information on data protection in the S Group, please click here.
Your rights and effects of personal data processing to you
You can obtain more information about the processing of your personal data from this data protection information and more specific information from the data protection statement of the co-operative that arranges the Council of Representatives elections.
You have the right to withdraw your consent for the processing of personal data at any time at your own discretion. In such a case, please contact the party that arranges the Council of Representatives elections. Please note that being a candidate in the elections and using the online candidate selector engine always require the processing of personal data, which means that the withdrawal of your consent may influence your candidacy, the visibility of your information to voters and thus your success in the elections.
You also have the right to access your own data. The easiest way to achieve this is to submit a request for your information to the party that arranges the Council of Representatives elections. You can also correct any erroneous or defective data by contacting the party that arranges the Council of Representatives elections.
If us or our service provider should commit a severe personal data breach and your data that you provided in connection with your candidacy which could cause you significant harm ended up in the possession of a third party, you would have the right to be informed of the personal data breach without delay.
If you wish to exercise the above-mentioned rights or receive further information about the processing of personal data, please contact the co-operative that arranges the Council of Representatives elections in which you are a candidate. For the contact details of the co-operatives, please click here.
You may also contact the supervisory authority if you are of the opinion that applicable data protection regulations have not been followed in the processing of your personal data.
Personal data retention periods
We will retain published election result reports until the publication of the results of the next Council of Representatives elections to ensure transparency and the naming of any deputies. Personal data submitted to the online candidate selector engine will be deleted in a secure manner by the end of the election year. The results of the Council of Representatives elections may be retained for historical records even after the term of office, however.
Contact information of the Data Protection Officer
You can reach the S Group Data Protection Officer at firstname.lastname@example.org if you have any questions about the processing of personal data.