In addition to our standard processing statement, we provide the following advice in relation to the processing of electoral registration and elections data.
Information we collect and what we use it for
The Electoral Registration Officer is a data controller and we will collect information 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 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 2001 and the Electoral Registration and Administration Act 2013.
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 for which you are eligible to vote.
Who we can share your information with
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 Service. You can find more information about this at: www.registertovote.service.gov.uk/register-to-vote/privacy
The information you provide is used to create and maintain the full electoral register and the open (edited) register. The registers are managed by the Electoral Registration Team.
The full register is published once a year and is updated throughout the year and can only be supplied 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 National Library of Wales, the National Library of Scotland, the Office of National Statistics, the Electoral Commission and the Boundary Commissions
- 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:
- our software providers, printers and canvassers who will use the information 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
- 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.
The full register is a public document and anyone can inspect it. However,
- inspection of the register will be under supervision
- they can take extracts from the register but only by hand written notes
- information taken must not be used for direct marketing purposes in accordance with data protection legislation unless it has been published in the open (edited) register
- anyone who fails to observe these conditions is committing an offence and will be charged a penalty
The open (edited) register is an extract of the full register and if your details are included, your name and address can be sold to third parties who may use it for any purpose.
You can choose whether or not you are on the open register by opting out when you apply or at a later date by contacting the electoral registration team. Your name and address will be included in the open register unless you ask for it to be removed. Removing your detail from the open register will not affect your right to vote.
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 and a copy of any information we hold about you.
If the information we hold about you is inaccurate you have a right to have this corrected and you have a right to ask for completion of incomplete data.
You have a right to request that we stop, or restrict the processing of your personal date, in certain circumstances. Where possible we will seek to comply with your request, but we may be required to hold and process information to comply with a legal requirement.
If you are dissatisfied with how your personal information has been used, you can complain to the Information Commissioners Office at firstname.lastname@example.org
Whether provision of data is part of a statutory or contractual requirement
We are required to keep a record of your personal data in order to comply with the following;
- Electoral and Administration Act 2013
- Representation of the People (England and Wales) Regulations 2001
- Electoral Registration (Disclosure of Electoral Registers) Regulations 2013
You can contact us at:
West Lindsey District Council