Elections - Privacy Notice

This privacy notice explains why the Electoral Registration Officer and the Returning Officer collects and processes your personal data.  This notice should be read in conjunction with the Council's corporate privacy notice.

Who are we?

Selby District Council is a ‘Data Controller’ as defined by Article 4(7) of the General Data Protection Regulation (GDPR). The Electoral Registration Officer (ERO) and the Returning Officer (RO) are Data Controllers as defined by Article 4(7) of the General Data Protection Regulation (GDPR). The duties of the ERO are administered by Selby District Council. 

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, Northallerton, DL7 8AL / DPO@selby.gov.uk / 01904 552848.

What data do you collect about me?

The information we collect about you could include:
Your name, address, nationality, contact details such as email and/or phone number and date of birth;
Unique identifiers such as your National Insurance Number, date of birth and signature for absent vote checking;
Scanned application forms, documentary evidence and the dates of any letters of correspondence;
Notes about any relevant circumstances that you have informed us about;
Your previous or any redirected address;
The other occupants in your home;
If you are over 76 or 16/17 years old;
Whether you have chosen to opt out of the open version of the electoral register

Why do you need my personal data?

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.

Who do you share my personal data with?

The ERO will share the collected information with the Council’s Returning Officer, who is responsible for running the elections, and the Council, who support the administration of the election.

In addition your information may also be shared as follows:

  • To verify your identity when you register and to check whether you may still be resident at the start of the annual canvass of households, 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 out more about this here.
  • With our contracted printers in order to print and post your Poll Cards, Postal Packs, and other election material;
  • With registered political parties, elected representatives, candidates and their agents, and other permitted participants who are able to use it for electoral purposes only;
  • With credit reference agencies, the British Library, UK Statistics Authority, the Electoral Commission, and other statutory recipients of the Electoral Register;
  • Details of whether you have voted (but not how you have voted) to those who are entitled by law to received it after an election
  • For duties relating to security, enforcing the law and the prevention of crime (e.g fraud).

Canvass Reform 2020

Changes to the way in which the annual canvass of electors is undertaken will take place in 2020.  The aim of the reform is to make the process simpler and clearer for citizens and reduce costs whilst safeguarding the completeness and accuracy of the register. 

In order to prepare for canvass reform, the Electoral Registration Officer is required to send data (name, previous name, address, date of birth) to the Cabinet Office and Department of Work and Pensions as part of the Canvass Reform Data Test in March 2020. From July 2020, Canvass reform will introduce an annual mandatory national data step, alongside a discretionary local data matching step, at the start of each canvass

How long do you keep my personal data for?

The ERO, the Returning Officer, and the Council will keep your data for as long as is required by various legislation that governs the Elections process.

This will differ depending on the type of information and the type of election.

What is your legal basis for processing this data?

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

  • Electoral Administration Act 2006
  • Electoral Registration (Disclosure of Electoral Registers) Regulations 2013
  • Electoral Registration and Administration Act 2013
  • Equality Act 2010
  • EU General Data Protection Regulation (GDPR) 2018
  • Local Elections (Parishes and Communities) (England and Wales) Rules 2006
  • Local Elections (Principal Areas) (England and Wales) Rules 2006
  • Political Parties, Elections and Referendums Act 2000
  • Representation of the Peoples Act 1983, 1985 and 2000
  • Representation of the Peoples Regulations 2001, 2013, 2014, 2015, 2016
  • The Representation of the People (Annual Canvass) (Amendment) Regulations 2019

For more information about how the Council uses your data, including your privacy rights and the complaints process, please see our Corporate Privacy Notice.