Processing of personal data

In accordance with legislation on the protection of natural persons with regard to the processing of personal data, the City of Luxembourg would like to highlight the fact that the operations falling within its remit in connection with the organisation of elections to the European Parliament involve the processing of personal data.

Such processing is carried out in application of the Electoral Act of 18 February 2003, as amended, which imposes a number of legal obligations on municipal authorities in respect of the organisation of elections.

Some processing operations are still required when performing tasks in the public interest or falling within the remit of the public authority, with which Luxembourg City's municipal administration is vested.

This data processing is carried out for the following purposes:

• to send personalised information letters regarding voter registration;
• to maintain the electoral registers;
• to manage and follow up requests to register on the electoral registers;
• to manage and follow up requests to vote by post;
• to call on the electorate to vote.

The data or categories of data that will be processed are mainly the following: voters' identity information, addresses, date and place of birth, and nationality if applicable.

This data processing concerns only natural persons who are of legal age on the day of elections and who:

• reside in the municipality;  
• do not reside in the municipality but satisfy all of the legal conditions to be admitted as voters in the European elections.

All data processing will be carried out in compliance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (hereinafter referred to as the GDPR).

Voter registration is permanent and the electoral registers are continuously updated. In principle, the data processed in connection with requests to vote by post, as well as the documents from which such data are drawn, will be kept until the next European elections.

All or some of the data will be shared with:

• municipal officers in charge of maintaining the electoral registers and carrying out operations in connection with the organisation of the elections;
• electoral offices;
• the Minister with responsibility for Home Affairs;
• the Minister with responsibility for Foreign Affairs;
• where applicable, registered voters' home EU member states.

Some of the data may be shared with a printing company for the sole purpose of folding, inserting and posting the information letter sent in connection with the elections. That company is bound by the same legal obligations in respect of the protection of personal data as the City of Luxembourg's municipal administration, and all measures required of it to safeguard the confidential nature of the data have been taken.

The data will not be transferred to any third countries.