Service being provided
Electoral services for the purpose of registering your right to vote, administration of elections, referendums and the maintenance and accuracy of the register of electors.
Categories of personal data we need to collect
- Address including previous or redirection
- Contact Details
- Date of Birth
- Unique Identifiers - National Insurance Number
- Signatures (for absent vote checking)
- Scanned application forms, documentary evidence such as copies of your passport or driving licence and any letters of correspondence.
- Notes about any relevant circumstances that you have told us
- Other occupants in your home
- If you are over 75 or under 18
- Whether you have chosen to opt out of the open version of the register.
For staff employed at an election:
- Contact Details
- Photo identification (Passport/Driving License)
Categories of ‘special’ personal data we need to collect
- Political Affiliation – for candidates standing for election
Consequences of failing to provide personal data
This information must be supplied to maintain the electoral register and for the purpose of administering an election. If you do not, you will not be able to vote in any election or referendum you are eligible to.
Data Controller and Processors
The Electoral Registration Officer and Returning Officer - Shane Flynn, The Guildhall, High Street, Worcester - is the Data Controller.
Purpose of Processing & Lawful Basis
- Service Delivery
- Service planning/Improvement
- Prevention/Detection of fraud
Our legal basis for using your personal data is:
Performance of a task carried out in the public interest and Compliance with a legal obligation as set out in the Electoral Registration and Administration Act 2013 and Representation of the People Regulations 2001. This ensures you are registered to vote in any election or referendum for which you are eligible. The law makes it compulsory to provide information to an electoral registration officer for inclusion in the full register.
Our legal basis for using your Special Categories of data is:
Substantial public interest on the basis of the above legislation
Who we share the 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 and 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 (MP, MEPS, Local Councillors)
- Police and Crime Commissioner
- Candidates standing for elections
- The Council
- Parish and Community councils
- Police Forces, National Crime Agency
- Public Library or local authority archive services
- Government departments or bodies
- Credit Reference Agencies
- National Fraud Initiative
- Electoral Registration and Returning Officers
- Local constituency parties
- Registered political parties
- Worcestershire County Council
In accordance with law, the full register has to be made available for public inspection. We also have to disclose (share) your information with our Software providers and contracted printers.
Anyone can inspect the full electoral register. We record the name and address of any such persons.
The Returning Officer is legally obliged to publish information required by law in the form of public notices and to make certain forms submitted by candidates and agents available for public inspection.
The Returning Officer makes certain personal data about staff employed at elections available to Wychavon District Council (for the purpose of paying staff)
How long we hold your information
We will only keep your information for the minimum period necessary. The information outlined in this privacy notice will be kept in accordance with our retention schedule. All information will be held securely and destroyed under confidential conditions.
Individual Legal Rights
Our use of your data will be subject to the following legal rights:
- Your Right to be Informed
- Your Right to Access your personal data
- Your Right for us to Rectify your personal data
- Your Right to Object to how we use your personal data
Individual right to complain to the Information Commissioners Office
If you have any worries or questions about how your personal information is handled please contact our Data Protection Officer via
Phone: 01905 722233
Data Protection Officer
Worcester City Council
If you still have concerns following our response you have the right to raise the matter with the Information Commissioner’s Office:
Information Commissioner's Office,