This notice provides additional privacy information regarding Electoral Services.

The Electoral Registration Officer (ERO) and Returning Officer (RO) are the data controllers, Electoral Services use information about residents to enable us to carry out specific functions for which we are statutorily responsible.

The Information we collect

We keep records about potential and actual electors, voters, candidates and their agents, staff employed by the RO and ERO and those we need to pay. This information may be written down or kept in digital format. The information is, as follows;

  • your name, address, previous address, date of birth, age, national insurance number and nationality
  • telephone numbers and email addresses
  • scanned application forms, emails and correspondence
  • whether you have chosen to opt out of the open version of the register of electors

If you are employed by the RO on election duties of for the ERO for registration duties, we may also collect the following;

  • tax status
  • previous employment
  • next of kin / emergency contact details

If you are a candidate at an election, an appointed election agent, we may also collect the following;

  • political party or campaign group affiliation

Why we collect this information

  • we collect your personal information to undertake our statutory obligation to ensure all eligible persons in Spelthorne are registered to vote
  • enable registered electors to vote in elections and referenda
  • to enable eligible persons to stand as a candidate in elections in accordance with statutory requirements
  • to produce poll cards and postal voting packs
  • to conduct an annual canvass of all households within Spelthorne to establish eligible electors entitled to be registered

The legal basis for processing your data

The collection and retention of data from individuals is governed by legislation, as follows;

  • Representation of the People Act 1983
  • Representation of the People Act 1985
  • Representation of the People Act 2000
  • Representation of the People Regulations 2001
  • Electoral Administration Act 2006
  • The Electoral Registration and Administration Act 2013

The law makes it compulsory to provide information to an ERO when requested. This is for the compilation and maintenance of an accurate electoral register.

The RO has a statutory duty to collect and retain information from voters, Candidates and their agents, and staff employed at an election.

Who might we share your information with?

  • the law requires us to provide copies of the full Electoral Register to organisations, such as political parties, candidates, agents, the Electoral Commission, the Office for National Statistics and the British Library. The organisations will use the data for their own purposes but they must still look after the data contained in the register in the same way that we do
  • the personal data that you provide is used to verify your identity and is processed by the Individual Electoral Registration Digital Service which is managed by the Cabinet Office. As part of this service your data is shared with the Department of Work and Pensions. More information about this can be found at GOV.UK
  • the full Register of Electors must, in accordance with the law, be made available for public inspection. Inspection of the register is supervised by the Electoral Services Team and only hand written notes can be made. Photocopies and photographs are not permitted
  • if you have not opted out of the Open Register, by law your information can be shared by anyone who requests it
  • the Jury Central Summoning Bureau indicating electors over 76 who are no longer eligible for jury service
  • your information is shared with printers and software providers to compile and update the register, to print poll cards, postal vote packs and other election material
  • Credit Agencies and statutory recipients of the Electoral Register
  • where health and safety of others is at risk
  • under special circumstances such as crime prevention or the detection of fraud or where a formal court order has been issued

How long will we keep your data for?

Your personal data is kept and updated in accordance with our legal obligations and in line with statutory retention periods in our retention schedule.

Can I see my records?

The Data Protection Act 2018 allows you to find out what information is held about you on paper and in digital format. This is known as a subject access request. If you would like to see a copy of your records, you should contact the Data Protection Officer. You are entitled to receive a copy within a month and free of charge.