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Electoral Register Privacy Notice

Last updated: Monday, 6 April 2020.
Please note: the following notice provides additional privacy information to the Rochdale Borough Council privacy notice.

The electoral register, sometimes called the 'electoral roll', lists the names and addresses of everyone who's registered to vote.

We use information about customers, electors and voters to enable us to carry out functions for which the Electoral Registration Officer and Council are responsible and to provide you with a number of statutory services. We keep records about potential and actual electors and voters. These may be written down as manual records, or kept on a computer as electronic records. If you don't provide us with this information then you won't be able to vote and you may be breaking the law.

To verify your identity when you register to vote, 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 for Work and Pensions and the Cabinet Office. View the government's privacy notice to see how they processes your personal data.

What personal information we collect

We collect personal information to make sure that we can carry out our work. The personal information we collect includes:

  • Name
  • Age and date of birth
  • Address
  • Gender
  • Marital status
  • Unique identifiers such as your National Insurance number
  • Information we may need if you are a service, overseas or crown servant voter for example, the type of service you are in
  • Notes about any relevant circumstances that you have told us
  • Your previous or any redirected addresses
  • The other occupants in your home
  • Nationality - which could identify race and ethnic origin
  • Health data which may be contained within applications to vote by proxy
  • Criminal convictions and offences for applications for postal votes or to vote anonymously

Who we collect personal information about

When we collect personal information it may be about:

  • Individuals
  • Customers
  • Applicants

How we use personal information

We use your personal information to:

  • Undertake statutory obligations and requirements
  • Maintain accounts and records
  • Aid with crime prevention and prosecution
  • Enforce regulatory powers
  • Commission services
  • Process applications, requests and appeals
  • Undertake investigations and audits
  • Maintain the electoral register
  • Enable eligible persons to stand as candidates in elections

Why we use your personal information

We're required by law to ensure that all residents register to vote. This is detailed in legislation and guidance including:

  • Local Government Act 1972 and 2003
  • Representation of the People Act 1983, 1985 and 2000
  • European Parliamentary Elections (franchise of Relevant Citizens of the Union) Regulations 2001
  • Representation of the People (England and Wales) Regulations 2001
  • Electoral Administration Act 2006
  • Representation of the People (Provision of Information Regarding Proxies) Regulations 2013
  • Electoral Registration and Administration Act 2013
  • Representation of the People (Supply of Information) Regulations 2014

We're allowed to process personal and sensitive data for the following reasons under the General Data Protection Regulation (GDPR) Articles and the Data Protection Act:

  • To comply with a legal obligation
  • For a public task or statutory function
  • Substantial public interest

Who we share your personal information with

We collect information from and disclose information to individuals and organisations that can support our work or have a legitimate reason to use the information including:

  • The Electoral Registration Officer or Returning Officer
  • Council departments
  • Other public bodies and authorities such as The Cabinet Office via the Individual Electoral Registration digital service and The Department for Work and Pensions
  • The Electoral Commission
  • Law enforcement and prosecuting agencies
  • Ombudsman and regulatory bodies
  • Service providers such as printers to print your poll cards, postal packs and other electoral material
  • Councillors
  • Affected parties such as election candidates or political parties where this is allowed

When we make an automated decision about your personal information

This service doesn't make any decisions using computers or programmes that don't involve a human being when using your personal information.

How long we keep your personal information

We keep personal information collected as part of this process for a minimum of 2 years from the date of collection, or for an additional length of time if necessary.

When we transfer your personal information beyond the European Economic Area (EEA)

This service doesn't transfer your information outside the EEA.

We do not routinely share data with any organisation outside the UK, but our website is available across the internet and we communicate with applicants and stakeholders wherever they are.

Contact

To request your personal information and exercise your privacy rights please contact:



If you need to raise a concern to our Data Protection Officer about our use of your personal information, please contact:
 


Information Governance Unit
Number One Riverside
Smith Street
Rochdale OL16 1XU ​

We are registered as a Data Controller with the Information Commissioner's Office.

Our registration number is Z5481774.