Richmondshire District Council

Electoral registration privacy notice

This privacy notice is designed to help you understand how and why Richmondshire District Council’s electoral registration officer processes your personal data. This notice should be read in conjunction with the council’s corporate privacy notice and other purpose-specific notices which can be found at the end of this page.

Who are we?

The Electoral Registration Officer (ERO) is a ‘Data Controller’ as defined by Article 4(7) of the General Data Protection Regulation (GDPR).

The council has appointed Veritau Ltd to be its data protection officer. Their contact details are:

Information Governance Office
Veritau Ltd
County Hall
Racecourse Lane

01609 532526

What personal information do we collect?

  • Your name, address, nationality and date of birth
  • Details of change of name and reason
  • Unique identifiers (such as national insurance number)
  • Signatures for absent vote checking, signatures on paper forms and attestors’ declarations
  • Scanned application forms, documentary evidence
  • Notes about any relevant circumstances that you have told us
  • Your previous or any redirected address or correspondence address in respect special declarations
  • Special declarations
  • The other occupants in your home
  • Whether you have chosen to opt out of the open version of the register
  • Details of postal vote arrangements including address where postal vote is to be sent to, reason to apply for a waiver of signature requirement, permanent, one off or set period
  • Details of proxy voting arrangements including proxy’s details, their relationship, supporter’s declaration in respect of employment/disability
  • Contact details

Why do we collect your personal information?

The ERO is legally obliged to collect this data to produce an electoral register.  The electoral register is then used by the Returning Officer to facilitate the running of elections.

If you do not provide the ERO with the requested information then you may not be able to vote and you may be breaking the law (as it is a legal obligation to register). The ERO will include your name on the electoral register so that you are able to vote by your chosen method. The electoral register is a public document that can be viewed by appointment and under strict control.

COVID-19 - use of the register

A copy of the electoral register is provided to the council's monitoring officer. In order to provide support to vulnerable groups during the pandemic, the register data will be used to contact residents offering support, guidance and information on services that are available.

Who do we share this information with?

The information you provide is held in electoral registers which are managed by electoral registration officers who, using information received, keep two registers – the full electoral register and the open (edited) register. The full register is published once a year and is updated every month (January to September) and can only be supplied to the following people and organisations:

  • British Library
  • UK Statistics Authority
  • Electoral Commission
  • Boundary Commission for England (Parliamentary, Local)
  • Jury Central Summoning Bureau
  • Elected representatives (MP, MEPs, local councillors)
  • Police and Crime Commissioner
  • Candidates standing for elections
  • Holders of relevant elective offices
  • Local and national political parties
  • A recognised third party (within the meaning of Section 85(5) of PPERA)
  • A permitted participant (within the meaning of 105(1) of PPERA)
  • The council
  • Parish and community councils
  • Police Forces, National Crime Agency, Security Service, GCHQ and Secret Intelligence Service
  • Public library or local authority archive services
  • Government departments or bodies
  • Credit reference agencies
  • National Fraud Initiative
  • Electoral Registration Officers/Returning Officers and staff employed on election duty
  • IER Digital Service – data transfers between EROs and the Cabinet Office, data transfers between Cabinet Office and DWP.

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 Digital Service. You can find more information about how your data is used on the GOV.UK website.

Sharing information during COVID-19 pandemic

Personal data or special category data may be shared with relevant organisations and agencies during the Covid-19 pandemic crisis. The lawful basis for sharing this information is that (1) it is necessary for the performance of a task in the public interest and (2) to protect the vital interests of an individual.

How long do we keep your information for?

The Electoral Registration Officer is 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. This will differ depending on the type of information and the type of election.

What is our lawful basis for processing your information?

We process your personal information in accordance with our public task and legal obligations including:

  • Representation of Peoples Act 1983
  • Representation of Peoples Act 1985
  • Political Parties, Elections and Referendums Act 2000
  • Representation of the Peoples Act 2000
  • Representation of the Peoples Regulations 2001
  • Electoral Administration Act 2006
  • Local Elections (Principal Areas) (England and Wales) Rules 2006
  • Local Elections (Parishes and Communities) (England and Wales) Rules 2006
  • Electoral Registration and Administration Act 2013
  • Electoral Registration (Disclosure of Electoral Registers) Regulations 2013 

Further information

For more information about how the council uses your data, including your privacy rights and the complaints process, please see our corporate privacy notice.

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