Shropshire Council

Privacy notice

The following is the privacy notice for Shropshire Council - electoral registration.

Who is the data controller for the information I provide?

The electoral registration officer is the data controller for Electoral Registration.

Why we are collecting your data?

The electoral registration officer is a data controller and collects the personal data you provide for the purpose of registering your right to vote. You need to be registered to be able to vote in any election or referendum for which you're eligible. We have a duty to maintain a complete and accurate register throughout the year. We'll only collect the personal data we need from you in order to do this.

Use of personal information to verify your application

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 who are data processors for the Individual Electoral Registration Digital Service. Find out more from Gov.UK.

What is the legal process for collecting this data?

We do this as a legal obligation to comply with the Electoral Registration and Administration Act 2013 and Representation of the People Regulations 2001. This ensures you're registered to vote in any election or referendum for which you're eligible. The law makes it compulsory to provide information to an electoral registration officer for inclusion in the full register.

We keep records about potential and actual electors, voters, citizens, candidates and their agents, and staff employed at elections. These may be written down, or kept on a computer.
These records may include:

  • Your name, address nationality and date of birth
  • Unique identifiers (such as national insurance number)
  • Signatures for absent vote checking
  • Scanned application forms, documentary evidence, dates of any letters of correspondence
  • Notes about any relevant circumstances that you've told us
  • Your previous or any redirected address
  • The other occupants in your home
  • If you're over 76 or under 16/17
  • Whether you've chosen to opt out of the open version of the register

Do I have to provide this information and what will happen if I don’t?

This information must be supplied to maintain the electoral register and for the purpose of administering an election. It's a legal requirement to be registered and there are penalties if you fail to comply.

Who will your information be shared with?

The information you provide is held in electoral registers which aremanaged 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

We also have to disclose (share) your information with our software providers and contracted printers.

It's a crime for anyone who has a copy of the full register to pass information from this register on to others, if they don't have a lawful reason to see it.

Anyone can inspect the full electoral register. Inspection of the register will be under supervision. You 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's been published in the open version. Anyone who fails to observe these conditions is committing a criminal offence and will be charged a penalty of up to £5,000.

The open register contains the same information as the full register, but isn't used for elections or referendums. It's updated and published every month and can be sold to any person, organisation or company for a wide range of purposes. It's used by businesses and charities for checking names and address details. Users of the register include direct marketing firms and also online directory firms.

You can choose whether or not to have your personal details included in the open version of the register; however, they will be included unless you ask for them to be removed. Removing your details from the open register won't affect your right to vote.

How long will you keep this information for and why?

The electoral registration officer and returning officer are 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.

How will my information be stored?

The information is stored on the Electoral Management System, supplied by eXpress.

Will this information be used to take automated decisions about me?

No.

Will my data be transferred abroad and why?

No.

What rights do I have when it comes to my data?

You are entitled to request a copy of any information about you that we hold. Any such requests must be made in writing.

If the information we hold about you is inaccurate you have a right to have this corrected and you have the right to request completion of incomplete data.

You have the right to request that we stop or restrict the processing of your personal data in certain circumstances. Where possible we'll seek to comply with your request, but we may be required to hold or process information to comply with a legal requirement. If you're dissatisfied with how councils have used your personal information you have a right to complain to the Information Commissioner’s Office at casework@ico.org.uk

Contact us

If you wish to contact us in relation to any of your information rights, please contact the Information Governance at information.request@shropshire.gov.uk or write to Information Governance, Shropshire Council, Shirehall, Abbey Foregate, Shrewsbury, SY2 6ND.

Alternatively the Information Governance Team can be contacted on 0345 678 9000.

Our privacy pages contain details of how we handle your personal information.

If you wish to complain about how your personal information has been handled by Shropshire Council then please contact the Information Governance Team in the first instance using the details above. If you're not satisfied you can complain to the Information Commissioner’s Office at: The Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, tel: 0303 123 1113, or you can visit their website.