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If you last used your account on or before Tuesday 1 August 2023 you will need to register again
What do we use the information for?
Electoral services collect, process and hold your personal information in order to provide our services effectively.
We recognise that your personal information is important to you, and we take our responsibilities for ensuring that we collect and manage it proportionately, correctly and safely very seriously.
What information do we hold and use?
We collect and process the following information for electoral registration purposes:
We also collect data on electoral registration and on election staff, so that we can employ them to conduct electoral duties. Political parties and candidates are required to provide information when they wish to stand for election.
On what grounds do we use the information?
We are required to collect this information as part of our public functions and powers that are set out in UK law or the performance of specific tasks in the public interest, also set out in UK law. We do this so we can determine if you are eligible to vote, and to record you as a legitimate voter. The following is a list of all primary legislation relevant to the collection, processing and retention of personal data by electoral services:
Local Government Act 1972
Representation of the People Act 1983
Electoral Administration Act 2006
Electoral Administration Act 2013
Electoral Registration (Disclosure of Electoral Registers) Regulations 2013
European Parliamentary Elections Regulations 2004
European Parliamentary Elections (Amendment) Regulations 2009
Local Elections (Principal Areas) Rules 2006
Neighbourhood Planning (Referendums) Regulations 2012.
We process personal data for the following reasons:
We process special category data for the following reason:
How do we collect this information?
We may collect information in the following ways:
Who do we share your information with?
The information you provide is held in two electoral registers – the full electoral register and the edited register. These registers are managed by electoral registration officers.
The full register is published once a year, and updated every month. This is supplied to the following people and organisations:
We also disclose your information to our software providers and contracted printers for the purposes of carrying out our duties in relation to electoral registration and elections. It is a crime for anyone who has a copy of the full register to pass information from this register on to others if they do not have a lawful reason for so doing.
What is the full register?
The full register contains the name and address of all registered electors. Anyone can inspect the full electoral register under supervision. They can take extracts from the register but only as handwritten notes. In accordance with data protection legislation, information taken must not be used for direct marketing purposes unless it has been published in the edited version of the register. Anyone who fails to observes these conditions is committing a criminal offence and may be charged a penalty of up to £5,000.
What is the edited register?
The edited register contains the same information as the full register but is not used for elections or referendums. It is possible to opt-out of the edited register. It is updated and published every month and can be sold to any person, organisation or company who requests this, for a wide range of purposes. It is used by businesses and charities for checking names and address details.
It is important to note that your personal details (name and address) are included in the edited version of the register by default; unless you ask for them to be removed. Removing your details from the edited register will not affect your right to vote.
How long do we store it and is it secure?
Electoral services has a retention schedule in place to ensure that information is only held for as long as it is needed. We will not keep your information for longer than is required to by law. Your information will be disposed of in a controlled and secure manner in accordance with the council’s Records Management and Data Quality Policy. The council’s IT security and confidentiality policies ensure that your information is protected, and accessed only by staff directly involved in your case.
For information on how long your information will be held, visit the retention page.
What rights do you have?
The rights that you have depend upon the grounds upon which we collected your information. All of the rights you could have are outlined on the data protection rights page.
In most cases, people who have been registered with electoral services will have the following rights:
To exercise any of your above rights, please visit the data protection rights pages for more information.
Where can I find out more?
If you want to know more about how the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance; contact details are available on the general privacy information page. Alternatively, you can contact the Information Commissioner’s Office (ICO). The ICO is the UK’s independent authority set up to uphold information rights in the public interest and they handle public concerns regarding organisations information rights practices.
Electoral services are a Data Controller and have a separate registration to the council (Z8292930) with the Information Commissioners Office (ICO).
When was this privacy notice last updated?
We will continually review and update this privacy notice to reflect changes in our services, feedback from customers, and to comply with any changes in the law. This privacy notice was last updated on 15 September 2021.