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Data Protection

 Electoral Services – Privacy Notice

 How we handle your personal information

 The Electoral Registration Officer and Returning Officer is Sandra Lamb. She and her staff have a legal duty to keep and process information about you in accordance with the law.  The District Council’s Data Protection Officer is Karen Henriksen who advises on the General Data Protection Regulations and can be contacted on 01629 761284.

This Privacy Notice explains why we ask for your personal information, how that information will be used and how you can access your records.

 Why is information recorded about me?

 We use information about citizens, Electors and Voters to enable us to carry out specific functions for which we are responsible and to provide you with a statutory service.

 We keep records about potential and actual electors, voters, citizens, candidates and their agents, staff employed at an election and the people we need to pay. These may be written down (manual records), or kept on a computer (electronic records).

 These records may include:

  • basic details about you, for example, name, address, date of birth and nationality
  • unique identifiers (such as your NI number),
  • scanned application forms & dates of any letters of correspondence,
  • notes about any relevant circumstances that you have told us
  • details and records about the service you have received,
  • your previous or any redirected address
  • The other occupants in your home
  •  If you are over 76 or under 16/17
  • Whether you have chosen to opt out of the Open version of the Register

What is the information used for?

Your records are used to help ensure that we provide you with the service that you need. We will, based on your nationality, include your name on the Electoral Register so that you are able to vote by your chosen method.

 What is the Electoral Register?

Using information received from the public, registration officers keep two registers – the electoral register and the open register (also known as the edited register).

The electoral register
The electoral register lists the names and addresses of everyone who is registered to vote in public elections.  The register is used for electoral purposes, such as making sure only eligible people can vote. It is also used for other limited purposes specified in law, such as:

  • detecting crime (e.g. fraud)
  • calling people for jury service
  • checking credit applications.

The open register

The open register is an extract of the electoral register,
but is not used for elections. It can be bought by any person, company or organisation. For example, it is used by businesses and charities to confirm name and address details.

Your name and address will be included in the open register unless you ask for them to be removed. Removing your details from the open register does not affect your right to vote.

If you are concerned that having your name or address on the register may affect your safety, there could be other options available to you. In certain circumstances, you can register without your name and address showing on the register. To find out more, please contact Electoral Services on 01629 761267. You can find their address on p1 of this form. You can find out more information about both registers and how they may be used at www.gov.uk/register-to-vote.
 
 It is important that your records are accurate and up-to-date as they will help make sure that our staff are able to provide you with the help, advice or support you need.

 If you do not provide us with this information then eligible citizens will not be able to vote and you may be breaking the law.

 How long for?

In order to provide you with this service, we rely on our legal obligation as set out in our Processing Conditions. The Electoral Registration Officer & 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 as detailed in our
Document Retention Schedule

Occasions when your information needs to be disclosed (shared) include:

  • When you apply for registration the data you provide will be verified 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: www.registertovote.service.gov.uk/register-to-vote/privacy.
  • To contracted printers to print your Poll cards, Postal Packs & other electoral material
  • To registered political parties, elected representatives, candidates, agents and other permitted participants who are able to use it for Electoral Purposes only
  • Credit reference agencies, the British Library, UK Statistics Authority, the Electoral Commission and other statutory recipients of the Electoral Register
  • Details of whether you have voted (but not how you have voted) to those who are entitled in law to receive it after an election
  • where the health and safety of others is at risk,
  • when the law requires us to pass on information under special circumstances,
  • crime prevention or the detection of fraud as part of the National Fraud Initiative

 Anyone who receives information from us has a legal duty to keep it confidential

  • We are required by law to report certain information to appropriate authorities – for example:
  • where a formal court order has been issued.
  • to law enforcement agencies for the prevention or detection of a crime
  • to the Jury Central Summoning Bureau indicating those persons who are aged 76 or over and are no longer eligible for jury service

 Your  rights

Anyone is entitled to see the data that we hold about them.  You can find further information on your rights to see data, and how to request it here.