Electoral Services Privacy Notice
Who is the Data Controller?
Philip Mousdale, Electoral Registration Officer and Returning Officer.
What information do we collect from you?
We collect your name, address, email address and telephone number. Other information we may collect includes your nationality, date of birth, national insurance number or the reason you might need a postal or proxy vote. We might need evidence from you such as copies of your passport, marriage certificate or driving licence.
For Candidates, we might collect extra information such as political party, election expenses, nominations and agent's details.
For individuals employed in the canvassing and elections process, we hold financial details and employment details.
We keep records about potential and actual electors, voters, citizens, candidates and their agents, and staff employed at an election. These might be written down, or kept on a computer.
Why do we collect this information?
We collect it because we are legally obliged to comply with the Electoral Registration and Administration Act 2013, and Representation of the People Regulations 2001. This makes sure that 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.
Who do we share your information with?
Our software providers store your information, but only on our instructions. They won't use it for any other reason, and they have to look after it in the same way that we would.
We are required to provide copies of the full electoral register to certain organisations and individuals by law. They might use it for their own reasons, that are different to ours, but they still have to look after it in the same way. A full list of these organisations and individuals can be viewed on the Electoral Commissions website.
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 for Work and Pensions and the Cabinet Office suppliers that are data processors for the Individual Electoral Registration Digital Service. You can find out more information on the Register to Vote web pages on GOV.UK.
The Department for Work and Pensions will also use your information to verify your eligibility for the electoral register. They won't use it for any other reasons and they have to look after it in the same way. You can read the Department for Work and Pensions privacy information.
If you have opted to be included in the open register, by law your information can be shared with anyone who requests it. They may use it for their own reasons that are different to ours, but they still have to look after it in the same way. The electoral register is available for public inspection.
Our printing company will also use your information, but only on our instructions. They won't use it for any other reasons, and they have to look after it in the same way we would.
There are suppliers who process data on behalf of the controller.
The Electoral Reform Service process online responses and have their own privacy notice.
What do we do with your information?
We use it to compile the electoral register, and to run elections. We won't use it for any other purposes without your consent or without telling you first.
Sometimes, we have to give it to other authorities, organisations or people who have a legal right to ask for it, such as the Electoral Commission and Department for Work and Pensions. We don't need your consent to do this, but if it is appropriate, we will let you know if we've passed your information on.
The Jury Service use the information from the electoral register to choose people to do Jury Service. They are allowed to have this information because of the Juries Act of 1974. This is why we ask if you are aged 76 or over.
Preventing and Detecting Fraud and Data Matching
We have specific information about data matching for the prevention and/or detection of fraud.
How long do we keep your information?
The Electoral Registration Officer and Returning Officer are obliged to process your personal data in relation to preparing for and conducting elections. Your details will be kept and updated in accordance with our legal obligations and in line with statutory retention periods.
How can I find out more about my privacy rights or raise a concern?
You can read our full Privacy Notice. You can email Howard Culshaw, our Data Protection Officer
What rights do I have about my data?
Find out what rights you have to access your information.
If you do not want to be contacted by Electoral Services, you can unsubscribe by emailing our Elections team and asking for your email address to be removed.