Electoral Services Privacy Notice

This privacy notice is provided for clarification on how Uttlesford District Council's Electoral Registration and Electoral Administration Service handle your information.

As a public authority, the council takes your rights and freedoms seriously and will only release information when required under law or with your consent.  Further information about your rights, how to contact the Data Protection Officer, how long information is held or how we process your personal information can be found at the Privacy webpage.

Information we may collect, and why

We collect the information about people as set out below, to enable us to carry out specific functions for which we are responsible and to provide you with a statutory service. Anyone to whom we disclose your information has a legal duty to keep it confidential.

Potential and actual electors

We collect this information so that we may, based on your nationality, include your name on the electoral register so that you are able to vote:

  • Name
  • Address + Postcode
  • Telephone details
  • Email address
  • Other information, which may include:  date of birth and nationality, unique identifiers (such as your National Insurance number)
  • Scanned application forms and letters of correspondence
  • Notes of any relevant circumstances, such as information you may have told us and details of the service you have received
  • Previous or any redirected address
  • Names and nationality of other occupants of your home
  • If you are over 76 or under 16/17/18 years of age
  • Whether you have chosen to opt out of the open version of the electoral register*

*If your name and address are in the open version of the electoral register, they can be sold to third parties who may use it for any purpose.  You can opt out of this version of the register at any time and are given the opportunity to do so each year as part of the canvass of all households.

How long do we keep this information for? 

Your details will be kept and updated in accordance with the Electoral Registration Officer (ERO) and Returning Officer's (RO) legal obligations in line with statutory retention periods. 

When do we share your information?

Occasions when electors' information needs to be shared, and who it is shared with, include the following:

  • From June 2020, on an annual basis, the electoral register will be matched with Department for Work and Pensions (DWP) records to return information to the ERO to indicate if there is a change or no change to household composition each year

    The data that will be shared:

    • Elector full name
    • Elector date of birth
    • Address including postcode
    • Unique property reference number

    The ERO will use the match rate data to determine the appropriate annual canvass communication route for each property
  • 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 this service on the Register to vote site privacy notice
  • To inform the previous local authority of people who have moved area
  • With law enforcement agencies, for the prevention or detection of a crime
  • With the Jury Central Summoning Bureau, to indicate those persons who are aged 76 or over and who are no longer eligible for jury service
  • When obtaining IT support from the Council's ICT Service or from the contracted electoral database supplier
  • When printing your poll cards, postal vote packs and other electoral material, in which case your information is shared with the council's print and mail service staff, contracted printers and the Electoral Registration Officer or Returning Officer's staff
  • When instructing appointed canvassing staff to follow up non-responding households to the canvass form, or to follow up non-responding individuals to invitations to register
  • In making available for public inspection the electoral register: the electoral register is a public document which can be viewed only by attendance in person, under strict control
  • With candidates standing for election
  • With local and national political parties
  • With local parish and town councils
  • From 16 January 2023, electors can request via the ERO Portal a Voter Authority Certificate (VAC) if they have no suitable photo identity that will be needed for voting as from May 2023. The ERO will see the following personal information in order process and determine an application:

    • Applicant's name (Forename, middle name, surname)

    • Date of Birth

    • Address

    • Postcode

    • National Insurance number ("NINO")

    • Photograph (recent) - electronic (online) or hard copy

    • Required technical data such as IP address, 

    • Phone Number (optional)

    • Email address (optional)

    • Cookie / behavioural tracking data

  • The ERO is the data controller, with the Department of Levelling Up, Housing and Communities (DLUHC) providing the Portal access and will be a data processor.  The ERO will manage the data on the Portal.

  • The ERO portal is a processing tool, and the VAC preparation, printing and dissemination a service, provided by the DLUHC, so that the ERO can provide the VAC service required by legislation (the Elections Act 2022).

  • Via the portal, the elector can upload documentary evidence if they have not provided a NINO for the ERO to determine the identity of the applicant. This will be in document format and can include:

    • birth, marriage, civil partnership or adoption certificate

    • firearms certificate (granted under the Firearms Act 1968) • bail decision record

    • mortgage or pension statement

    • bank, building society or credit card statement, or account confirmation letter • utility bill

    • Council Tax statement or demand

    • current or previous employer's P45 or P60 • benefits or entitlement statement, including:

    • Universal Credit

    • Disability Living Allowance

    • Personal Independence Payments

    • any other state benefits

  • For the printing and distribution of the VAC, personal information relating to applicants will be shared by the ERO to the print supplier, namely:

    • Applicant's name (Forename, middle name, surname)

    • Address

    • Photo image

  • Personal data will be redacted in accordance with data retention policies. Approved applications will be kept along with supporting evidence for 30 days and then personal information data will be redacted from the Portal leaving transactional data being held for 10 years

Register data to third parties

The ERO is legally required to:

  • to share specific information with Registered Credit Agencies upon request - statutory charge applied
  • to share specific information internally with other Uttlesford Council service areas for the purposes of security, law enforcement and crime prevention
  • to supply specific information on subject with other Government Departments, local authorities and other agencies i.e. Police for the purposes set out above

Candidates and potential candidates at elections and their agents

We collect the following information so that we may prepare elections notices, ballot papers and records, and communicate with you as part of the administration of elections:

  • Name
  • Address + Postcode
  • Telephone details
  • Email address
  • Membership of political party
  • Other details such as letters, emails and notes in relation to your involvement and role in an election
  • Reports of declarations of results
  • Declarations of Registerable interests and acceptance of office forms of elected representatives

Staff employed at elections or for the canvass

We collect the following information so that we may appoint, train, communicate with and pay you as part of the administration of elections or the annual canvass to update the electoral register:

  • Name
  • Address + Postcode
  • Telephone details
  • Email address
  • Other details such as letters, emails and notes in relation to your involvement and role in an election or the canvass
  • Tax code
  • Eligibility to work in the UK
  • Bank details for payment

Suppliers of any service for which payment is required

We collect the following information so that we may make arrangements for supply of goods and/or services in relation to the administration of elections, such as the owner or caretaker of a building used as a polling station or count venue; the Head Teacher or administrator of a school used as a polling station or count venue, the suppliers of mobile polling stations; other suppliers: 

  • Name
  • Address + Postcode
  • Telephone details
  • Email address
  • Other details such as letters, emails and notes in relation to your involvement and role in an election
  • Bank details for payment