Your council

Electoral Registration Privacy Notice

We keep the Electoral Registration Privacy Notice under review. It was last reviewed and updated in May 2018.

If you have any questions about this Privacy Notice contact the council’s Data Protection Officer.

View the privacy and transparency information for all of the City of York Council (CYC).

Personal data

We keep records about:

  • potential and actual electors
  • voters
  • citizens
  • candidates and their agents
  • staff employed at any 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

See further details about how we define personal data and non-personal data.

Collecting personal 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.

Our legal basis for using personal data

We have 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 personal data to an electoral registration officer for inclusion in the full register.

Sharing personal data

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 for Work and Pensions and the Cabinet Office suppliers that are data processors for the Individual Electoral Registration Digital Service.

View the GOV.UK Register to Vote Privacy Notice.

The personal data you provide is also 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:

We also have to disclose (share) your personal data with our Software providers and contracted printers.

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

Anyone can inspect the full electoral register.

  • inspection of the register will be under supervision
  • they 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 has 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 will not affect your right to vote.

Sharing data under Data Protection legislation

We may be required or permitted, under data protection legislation, to disclose your personal data without your explicit consent, for example if we have a legal obligation to do so, such as for:

  • law enforcement
  • fraud investigations
  • regulation and licensing
  • criminal prosecutions
  • court proceedings

We must protect public funds and may use personal data and data-matching techniques to detect and prevent fraud, collect taxes and ensure public money is targeted and spent in the most appropriate and cost-effective way. To do this, your information may be shared with other bodies responsible for auditing or administering public funds, including the Department for Work and Pensions, HM Revenue and Customs, the Police and other local authorities.

Retaining personal data

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.

At the end of the retention period, we may pass any relevant information to the City Archives where it is required or appropriate to do so.

Further processing of personal data

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we'll provide you with a new notice.

The new notice will:

  • explain this new use before we start the processing
  • set out the relevant purposes and processing conditions

Where and whenever necessary, we'll seek your consent to the new processing, if we start to use your personal data for a purpose not mentioned in this Privacy Notice.

Your rights relating to personal data

When we collect your personal data we'll tell you how we are going to use it. Where we process your personal data, you have a number of rights under data protection law.

See further details of your rights relating to personal data.

Also see

Data Protection Officer

West Offices, Station Rise, York, YO1 6GA

Telephone: 01904 554145