Privacy notice for electoral services

What do we use the information for?

Electoral Services are responsible for producing the electoral register. This is a list of all people who are eligible to vote in elections in the East Riding. The law requires us to share this data with various agencies and parties. 

Electoral Services are also responsible for managing elections. This involves using the data collected to enable people to vote, and to enable parties and candidates to participate. 

We collect personal data from our residents to enable us to carry out these functions.

The Council appoints an Electoral Registration Officer and a Returning Officer, who have legal powers to collect this data. 

What information do we hold and use?

We collect and process the following information:

  • Basic identification details such as name, address, date of birth, and nationality
  • Unique Identifiers such as National Insurance Number and signature
  • The relationship of any proxy to you
  • Scanned application forms and the dates of any correspondence or letters
  • Notes about any relevant circumstances that you have told us about – including if you have a disability that prevents you from signing or from signing in a consistent manner or that you are unable to read or write.
  • Details and records about the service you have received
  • Any previous or redirected address
  • The other occupants in your home.

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. Again, electoral law determines what data we have to request and how long we retain it.

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
  • Representation of the People Act
  • Electoral Administration Act
  • European Parliamentary Elections Regulations
  • The Local Elections Rules
  • Neighbourhood Planning Regulations
  • The Representation of the People (England and Wales) Regulations.

How do we collect this information?

We collect this information from information you send to us, in the main part this happens when we send you a form to complete as part of our electoral canvassing work. In addition to this, we collect the information people provide us when they call to update and amend the electoral register.

We also access information held by other Council Services which the Electoral Registration Officer is permitted by law to inspect. This information is used to maintain the registers which the Electoral Registration Officer has a duty to maintain.

Who we share your information with?

The information you provide is held in two electoral registers – the full electoral register and the edited register. The Council is not transferring this information outside of the country.

The full register is published once a year, and updated every month. This can only be supplied to the following people and organisations -

  • British Library
  • UK Statistics Authority 
  • Electoral Commission 
  • Boundary Commission for England 
  • Jury Summoning Bureau 
  • elected representatives (MPs. MEPs, local Councillors) 
  • Police and Crime Commissioner 
  • candidates standing for election
  • local and national political parties and registered campaigners 
  • Parish and Community Councils 
  • Police forces and the National Crime Agency 
  • Local authority’s public library and / or archive services 
  • Government departments or bodies 
  • credit reference agencies  
  • National Fraud Initiative.

We also have to disclose (share) your information with 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. 

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 open 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. Users of the register include direct marketing and online directory firms. It is important to note that they are included by default unless you ask for them to be removed. Removing your details from the open register will not affect your right to vote. 

How long do we store it and is it secure?

The Council will keep your data for as long as is required by various legislation that governs the Elections process.  This will differ depending on the type of information and the type of election.

The Council has retention schedules in place to ensure that information is only held for as long as it is needed. For information on how long your information will be held visit the retention page.

Details of how we keep your information secure are available on the general privacy information 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 outlined upon the data protection rights page. In most cases, people who have been involved with Democratic Services will have the following rights:

  • The right of access - You are entitled to see the information the service holds about you and can request a copy by emailing data.protection@eastriding.gov.uk
  • The right to rectification - If you believe any information the service holds about you to be incorrect please email electoral.services@eastriding.gov.uk and we will amend the information accordingly.
  • The right to erasure/ right to be forgotten – the service has determined that all requests to permanently delete a service user record will be dealt with on an individual basis. All requests for deletion should be sent to electoral.services@eastriding.gov.uk
  • The right to object – you can opt out of being on the edited register, please email electoral.services@eastriding.gov.uk and we will amend the information accordingly.

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.

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