Electoral Services Privacy Notice
Advice in relation to the processing of electoral registration and elections data.
Electoral Services Privacy Notice
In addition to our standard processing statement, we provide the following advice in relation to the processing of electoral registration and elections data.
Why we are collecting your data
The Electoral Registration Officer is a data controller and collects the personal data you provide for the purpose of registering your right to vote. You need to be registered to be able to vote in any election or referendum for which you are eligible. We have a duty to maintain a complete and accurate register throughout the year. We will only collect the personal data we need from you, in order to do this.
What is the legal basis for processing this data?
We do this as a legal obligation to comply with the Electoral Registration and Administration Act 2013 and Representation of the People Regulations 2001. This ensures you are registered to vote in any election or referendum for which you are eligible. The law makes it compulsory to provide information to an electoral registration officer for inclusion in the full register.
Information we collect and what we use it for
We will use information we collect from you for the lawful purpose of maintaining the register of electors and administering elections and referendums. We keep records about potential and registered electors, voters and their proxies, candidates and their agents and staff employed at elections.
In order to provide this service, we need to process personal information. These records may include:
Your name, address, nationality, date of birth, national insurance number and contact details
Scanned application forms and signatures
proof of identification documents
Notes about any relevant circumstances that you have told us
Your previous or redirected address
Other occupants in your home
If you are over 76 or aged 16/17
Whether you have chosen to opt out of the open version of the electoral register.
Bank details for staff we employ at elections
The information contained on the electoral register is used to conduct an annual canvass of households to ensure the register is kept up to date in accordance with the Representation of the People Regulations.
We will also use personal data contained on the electoral register and absent vote lists to issue poll cards and postal votes to electors at elections and referendums.
To verify your identity, the data you provide will be processed by the Individual Electoral Registration Digital Service managed by the Cabinet Office. As part of this process your data will be shared with the Department of Work and Pensions and the Cabinet Office suppliers that are data processors for the Individual Electoral Registration Digital Service. You can find more information about this here: https://www.registertovote.service.gov.uk/register-to-vote/privacy
Who we can share your information with
The Electoral Register is a public document which can be viewed only under supervision of our staff. Information from this register may only be made by handwritten notes. Photocopying or electronic recording of the register are not permitted by law.
We are required to provide copies of the full electoral register to certain individuals and organisations in accordance with the Representation of the People (England and Wales) Regulations 2001. These organisations and individuals are:
The British Library
The Office of National Statistics
The Electoral Commission
The Boundary Commission for England
Jury Summoning Bureau - indicating those persons who are aged 76 or over who are no longer eligible for jury service
Electoral Registration Officers and Returning Officers
Registered political parties and local constituency parties, elected representatives including MPs, MEPs, local councillors and the Police and Crime Commissioner, and candidates at elections - they can use it for electoral purposes only
Parish and Town Councils
Police Forces and other agencies for the prevention or detection of crime
Public libraries and local authority archive services
Government departments and bodies
Credit Reference Agencies
National Fraud Initiative for the detection of fraud
We also share information with :
the Department of Work and Pensions who use data provided to verify the identity of new applications for inclusion in the electoral register.
our software providers and contracted printers who will use the information only on our instructions. They won't use it for any other reasons.
other departments in the Council for the purpose of collecting debt, preventing fraud, identifying the misuse of public funds and any legal or statutory requirements.
Anyone who receives information from us has a legal duty to keep it confidential. It is a crime for anyone who has a copy of the full register to pass information from this register to others, if they do not have a lawful reason.
If your details are included on the open version of the Electoral Register (also known as the edited register), your name and address can be sold to third parties who may use it for any purpose. You can choose when you register whether you would like to be excluded from the open register. You can also opt out of the open register at any time by contacting electoral services. Your name and address will be included in the open register unless you ask for it to be removed.
How long we hold your information
The Electoral Registration Officer and Returning Officer is obliged to process your personal data in relation to preparing for and conducting elections and referendums. Your details will be kept and updated in accordance with our legal obligations and in line with statutory retention periods.
You are legally entitled to request access to any information we hold about you, and a copy of it. We try to ensure that any information we hold about you is accurate. You have the right to ask us to correct this if it is found to be incorrect.