Electoral services privacy notice
1.1 North Northants Council
41 Meadow Road
Tel: 0300 126 3000
2 Information that we hold
2.1 Under Regulation 26 of the Representation of the People Regulations 2001 and the Representation of the People Act 1983, The Electoral Registration Officer (ERO) and Returning Officer (RO) are data controllers who collect personal information from you in order to compile our register of electors. This may include:
- Your name
- Email address
- Date of birth
- National insurance number
- Scanned application forms and dates of any letters or other correspondence
- Notes about any relevant circumstances that you have told us
- Your previous or any redirected address
- The other occupants in your home
- If you are over 76 or under 18 years of age
- Whether you have chosen to opt out of the open version of the register of electors.
We will not collect any personal data from you we do not need although we may ask for evidence of your identity in connection with your registration. The information you provide will be held within our Xpress Election system and updated in accordance with our legal obligations. It is necessary to hold this data to enable the Elections Department/Council to carry out its public functions.
2.2 If there is further guidance on the council’s website please also include a link here.
3 How the information is obtained
3.1 Most of the personal information we process is provided to us directly by you for one of the following reasons:
- To add your details to the electoral register for the purposes of voting in elections and obtaining credit.
- We also receive personal information indirectly, from the following sources in the following scenarios:
- Local datasets such as Council Tax and Customer Relationship Management. This is to compare information and check details are correct.
- We also receive personal information indirectly from the following sources in the following scenarios: from other members of your household or, in the case of residential care homes or sheltered accommodation, a single responsible officer when we contact them either by phone, email or post, in connection with maintaining up to date information in the register of electors
3.2 There are a number of reasons why we need to collect and use your personal information. Generally, we collect and use personal information where:
it is necessary to meet our legal obligations under Representation of the People legislations including:
- Representation of the People Act 1983
- Representation of the People Regulations 2001
- The Electoral Registration and Administration Act 2013
- Juries Act 1974
- Representation of the People Regulations (Annual Canvass) (Amendment Regulations 2019
- you have requested a service from us;
- you have entered into a contract with us;
- it is necessary to protect public health;
- it is required for the defense of legal cases;
- it is needed for employment purposes;
- you, or your legal representative, have given us your consent;
- you have made your information publicly available;
- it is necessary for law enforcement reasons and to prevent, and detect fraud or crime;
- we need to protect individuals from harm (in an emergency); or
- it is necessary for archiving, research, or statistical purposes. For these purposes your data would be used in a pseudonymised format (name and other identifying information replaced with a unique number).
4 What we do with the information
4.1 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 Officers suppliers that are data processors for the Individual Electoral Registration Digital Service. You can find more information about this here. This link takes you to the register to vote government website.
4.2 It may be necessary to share your personal information internally under certain regulations or if you have not opted out of the open register. However, no other third parties have access to your information, unless the law allows them to do so. We may share your data with the following:
- Contracted printers to print your poll cards, postal packs and other election material.
- Contracted software providers. This is for a limited period during an election. After the election your data is securely deleted.
- 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 votes (but not how you 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.
- West Northamptonshire Council
- As part of the electoral registration process your details may be data matched against information held by the Department for Work and Pensions. You may receive different documents or be contacted using different channels by the Electoral Registration Officer depending on the outcome of the data matching process.
5 How long we keep your information for and how we securely dispose of it after use
5.1 We keep your personal information for all aspects of processing in line with the council’s retention schedules.
The Electoral Registration Officer and Returning Officer need to process your personal data in order to prepare for and conduct elections. Your details will be kept and updated in accordance with our legal obligations and in line with statutory retention periods and the periods within our retention schedule.
5.2 We will securely dispose of your information in line with retention periods.
6 How we store your information
6.1 Your information is securely stored on the council’s systems.
7 Your data protection rights
7.1 The law gives you a number of rights to control what personal information is used by us and how we can use it. Please see section 15 of the council’s Corporate Privacy Notice for further information.
7.2 Please be aware that your rights may differ depending on the lawful basis for processing your personal data.
7.3 The right to withdraw consent (if applicable). You can ask that we no longer use your details for this [processing/groups of processing]. If you wish to exercise this right, please contact the Data Protection Officer detailed in section 8.1 below.
8 Who to contact
8.1 If you would like further information about how we use your personal information, or you wish to exercise one of your data rights or you wish to complain about the use of your personal information please contact the Data Protection Officer.
8.2 If you are still dissatisfied once you have contacted the Data Protection Officer, you have the right to complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Helpline number:0303 123 1113
Completion and review dates
This privacy notice was completed on 22nd March 2021
The privacy notice review date is 22nd March 2022