Skip to main content

Privacy notice for electoral registration

When you make an application to register to vote, we hold your details for the purposes of electoral registration.

Personal data we collect

We collect your name, address, National Insurance number, date of birth, nationality and contact details.

Once we verify your registration, we add your name and address to the electoral register. We will also add your name and address to the open register, unless you chose to opt out.

Why do we collect it?

The information that we collect is necessary for the performance of a task carried out in the public interest and exercise of official authority as vested in the Electoral Registration Officer (ERO) as set out in Representation of the People Act 1983 and associated regulations.

Some of the information that we collect is classified as special category personal data. This is processed for reason of substantial public interest as set out in Representation of the People Act 1983 and associated regulations, and complies with our data protection policies.

Who do we share your data with?

We will only use the information you give us for electoral purposes and other purposes specified in law, outlined below. We will look after your personal information securely and we will follow the data protection legislation. We will not share any of the information we hold about you with any third party, unless we have to by law.

We are required by law to verify your identity and therefore your name, National Insurance Number and date of birth 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.

Find out more on the  Register to Vote privacy policy page (gov.uk) 

If you provide a telephone number or email address, we only use it to contact you about your electoral registration.  We do not share it with any third party.

 

We hold historical versions of the electoral register securely for electoral purposes, including checking that applicants for overseas registration have been registered in the past 15 years.

Historical versions are also held by the British Library and local archive services, primarily for research purposes.

Forms relevant for registration, including 'Invitation to Register' forms and 'Household Enquiry' forms are securely destroyed once the information has been processed. Scanned images of these forms are kept on the computer system for as long as they are relevant.

National Insurance numbers are kept on our system for up to 13 months from when the application has been determined by the ERO.

Copies of postal and proxy vote application forms are kept for the duration of their validity, or a year after the relevant election - whichever is later. Evidence of name changes, nationality or identity are kept for the determination period (six days after they have been received and verified) and securely destroyed. The time scales for these retention periods are set out in legislation, specifically the Representation of the People Regulations 2013.

You can make a Subject Access Request (SAR) online.

Electoral registration data is not subject to the Freedom of Information Act (2001).

The Electoral Registration Officer (ERO) is the Data Controller and is responsible for maintaining the electoral register:

Tom Horwood, ERO, Waverley Borough Council, The Burys, Godalming, Surrey, GU7 1HR. Tel: 01483 523116; Email: electoralservices@waverley.gov.uk.

More information

See Waverley's full Privacy policy

How to make complaints, compliments and suggestions

You also have the right to complain to the Information Commissioners Office (ICO). Report a concern on the ICO website