Data processing and your rights in the context of conducting elections
Information from the Mainz city administration in accordance with Art. 13 of the General Data Protection Regulation.
Description
Since May 25, 2018, the provisions of the GDPR have been applicable in all EU member states. The following information provides an overview of the processing of your personal data and your rights under data protection regulations.
Person responsible
We document our responsibility in the legal notice. (opens in a new tab)
Contact details of the data protection officer
The data protection officer of the state capital Mainz and the state commissioner for data protection and freedom of information of Rhineland-Palatinate are available to you as contact persons.
For what purposes does the Office for Urban Development, Statistics and Elections process your personal data?
The Office for Urban Development, Statistics, and Elections is responsible for organizing and conducting elections and referendums:
- Local elections
- State elections
- Federal elections
- European elections
- Citizens' initiatives and referendums
- Referendums and plebiscites
- Advisory Council for Migration and Integration elections
- Nomination lists for lay judges; Depending on the election, the main tasks include:
- the creation and maintenance of lists of supporters
- Handling correspondence with parties for entry in support lists
- creating and maintaining the electoral register
- processing applications for entry in the electoral register and issuing absentee ballots with postal voting documents (applications received in person and by mail)
- securing and equipping all polling stations
- the assignment and appointment of election committee members and other personnel involved in the election
- determining and checking the results
- coordinating all municipal departments involved in the election
Personal data is processed for this purpose. Data processing is carried out on the basis of Art. 6 (1) (e) GDPR.
What personal data does the Office for Urban Development, Statistics and Elections process?
Election of lay judges and honorary judges
When compiling the lists of nominees, the personal data of the candidates is processed in accordance with Section 36 (2) GVG. This includes:
- Name, date of birth, place of birth, gender, address details, occupation
The data is passed on to the Mainz City Council in accordance with § 36 (1) GVG, to the judge at the district court in accordance with § 38 (1) GVG, and to the lay judge election committee in accordance with § 40 (1) GVG. In addition, the list of proposals will be made available for public inspection in the municipality for one week in accordance with § 36 (3) GVG.
Citizens' initiative/referendum
When compiling the voting registers, personal data is processed in accordance with § 17a GemO in conjunction with § 10 KWO. This includes:
- Surnames, first names, date of birth, and place of residence
The data is passed on to the election committee in accordance with §17a GemO in conjunction with § 43 KWO and to the postal voting committee in accordance with § 17a GemO in conjunction with § 50 KWO and is made available for public inspection in an automated procedure in accordance with §17a GemO in conjunction with § 13, § 14, § 83 KWO, it is made available for everyone to view in an automated process.
Federal elections
When compiling the electoral registers, personal data is processed in accordance with § 14 BWO. This includes:
- surnames, first names, dates of birth, and addresses
The data is passed on to the election committee of the electoral district in accordance with § 49 BWO and to the postal voting committee in accordance with § 7 in conjunction with § 8 and § 49 BWO. The electoral register is made available for public inspection in an automated procedure in accordance with § 20 and § 21 BWO.
When district election proposals are submitted, the personal data of the candidates is processed in accordance with § 32 in conjunction with § 34 (1) BWO
The following information is required:
- name, occupation or status, date of birth, place of birth, and address
The data is passed on to the state and federal election officials in accordance with §35 (1) BWO, to the representatives in accordance with § 25 (1) BWG and § 36 (1) BWO, and to the district election committee in accordance with § 36 (2) BWO. The data is also made public in accordance with § 38 in conjunction with § 79 BWO.
European elections
When compiling the electoral registers, personal data is processed in accordance with § 14 EuWO. This includes:
- Surnames, first names, date of birth, and place of residence
The data is passed on to the election committee of the electoral district in accordance with § 42 EuWO and to the postal vote committee in accordance with § 7 in conjunction with § 6 and § 42 EuWO. The electoral register is made available for public inspection in an automated procedure in accordance with § 19 in conjunction with § 79 and § 20 EuWO.
State election
When compiling the electoral registers, personal data is processed in accordance with § 11 LWO. This includes:
- Surnames, first names, date of birth, and place of residence
The data is passed on to the election committee of the electoral district in accordance with § 44 LWO and to the postal vote committee in accordance with
§ 5 in conjunction with § 6 and § 44 LWO. The electoral register is made available for public inspection in an automated procedure in accordance with § 14 and
§ 15 LWO.
When district election proposals are submitted, the personal data of the candidates is processed in accordance with § 26 in conjunction with § 28 (1) LWO. This includes:
- Name, occupation or status, date of birth, place of birth, and address
The data is passed on to the state returning officer in accordance with § 29 (1) LWO, to the representatives in accordance with § 30 (1) LWO, and to the district election committee in accordance with § 30 (2) LWO. The data is also made public in accordance with § 32 in conjunction with § 67 LWO.
Local elections/election of the mayor
When compiling the electoral registers, personal data is processed in accordance with § 10 KWO. This includes:
- Surnames, first names, date of birth, and place of residence
The data is passed on to the election committee of the electoral district in accordance with § 43 KWO and to the postal vote committee in accordance with
§ 68 in conjunction with § 43 KWO. The electoral register is made available for public inspection in an automated procedure in accordance with § 13 KWO.
When election proposals are submitted, the personal data of the candidates is processed in accordance with § 23 in conjunction with § 25 (1) KWO. This includes:
- Name, occupation or status, date of birth, place of birth, and address
The data is passed on to the supervisory authority in accordance with § 29 (5) KWO, to the representatives in accordance with § 29 (1) sentence 1 KWO, and to the election committee in accordance with § 29 (1) sentence 2 KWO. The data is also made public in accordance with § 30 KWO.
Integration Council Election
When compiling the electoral registers, personal data is processed in accordance with § 8 (1) WahlO. This includes:
- Surnames, first names, date of birth, nationality, and address
The data is passed on to the election committee of the electoral district and the postal vote committee in accordance with § 21 WahlO.
When submitting election proposals, personal data of the candidates is processed in accordance with § 12 (3) WahlO. This includes:
- Name, occupation or status, date of birth, place of birth, and address
The data is passed on to the representatives and the election committee in accordance with § 13 (8) WahlO. The data is also made public in accordance with § 32 WahlO.
Appointment of election workers
In accordance with Section 9 (4) BWG, municipal authorities are authorized to collect and process personal data of eligible voters for the purpose of appointing them as members of election committees. For this purpose, personal data of eligible voters who are suitable for serving on election committees may also be processed for future elections, provided that the
the data subject has not objected to the processing. This includes:
- surname, first name, date of birth, address, telephone numbers
How is data processed in the Elections department?
Electronic and paper-based data processing is carried out on the basis of specifications in accordance with legal regulations (GDPR, LDSG, BDSG) as well as municipal service instructions and organizational orders issued by the mayor. The necessary technical and organizational security measures are used to protect personal data against accidental or unlawful destruction or alteration, as well as against unauthorized disclosure or access.
How long do we store your data?
Personal data in the form of addresses will be retained and stored for the duration of the task (including any election review procedures, etc.). Within the scope of the above-mentioned task, this data will be passed on to the relevant election authorities, courts, and institutions in accordance with the above-mentioned legal provisions.
What rights do you have?
You have various rights under the General Data Protection Regulation. Details can be found in Articles 15 to 18 and 21 of the GDPR.
Right to information
You can request information about the personal data we process. In your request for information, you should specify your concern in order to make it easier for us to compile the necessary data. Therefore, the request should include as much information as possible about the specific administrative procedure and the stage of the procedure. In the case of manifestly unfounded or excessive requests, the provision of information may be refused.
Right to rectification
If the information in question is no longer accurate, you can request that it be corrected. If your data is incomplete, you can request that it be completed.
Right to erasure
You can request the erasure of your personal data. Your right to erasure depends, among other things, on whether the data concerning you is still required for the fulfillment of our legal obligations.
Right to restriction of processing
You have the right to request a restriction on the processing of data concerning you. The restriction does not preclude processing if there is an important public interest in the processing.
Right to object
If you believe that we have not complied with your request or have not complied with it in full, you can lodge a complaint with the competent data protection supervisory authority.
The contact details of the federal and state data protection authorities can be found at: