We are required by law to provide copies of the full register of electors to certain organisations and individuals (such as political parties, agents, candidates and some government organisations like the Electoral Commission and the Office for National Statistics). They may use it for their own reasons which are different to ours, but they still have to look after the data contained in the register in the same way that we do.
To verify your identity, the data you provide will be processed by the Individual Electoral Registration Digital Service (IERDS) which is managed by the Department for Levelling Up, Housing and Communities. As part of this process, your data will be shared with the Department for Work and Pensions (DWP) and the Department for Levelling Up, Housing and Communities suppliers that are data processors for the IERDS. Register to vote privacy notice
As part of the electoral register annual canvass, the Electoral Registration Officer will send your name, previous name, date of birth and address to the Department for Levelling Up, Housing and Communities and Department of Work and Pensions. This data matching step will take place at the start of every canvass.
To produce Voter Authority Certificates, the data you provide will be processed by the ERO Portal which is managed by the Department for Levelling Up, Housing and Communities. The data we will share includes your electoral registration details (name, address and elector number) and your photograph.
The information provided in absent vote applications (postal and proxy applications) will be processed by the ERO Portal which is managed by the Department of Levelling Up, Housing and Communities. Your data will be shared with the DWP to verify your identity.
Documentary evidence provided to support your application to register to vote or apply for an absent vote or a Voter Authority Certificate (e.g. copy of passport, driving licence or EEA Identity Card), may be used for any registration or voting purpose to determine eligibility. Documentation will be destroyed in line with the retention schedule.
If you have not opted out of being included on the open register, by law your information on the open register can be shared with anyone who requests it. They may use it for their own reasons which are different to ours. Difference between the full and open register.
In accordance with law, the full register of electors must be made available for public inspection. It is available to be viewed by any member of the public at the Council Offices, The Burys, Godalming. People who inspect the register must be supervised by a member of staff and are only allowed to take handwritten notes. They are not allowed to take copies or photographs of the register.
Both the full and open registers are comprised of names and addresses. They do not contain any phone numbers or email addresses.
We are required by law to provide copies of the marked register, which details whether you have voted (but not how you have voted) to those who are entitled in law to receive it after an election.
Other occasions when your information needs to be shared include:
- with our printers and software providers, to compile and manage the register, to print poll cards, postal vote packs and other electoral material
- with credit reference agencies, the British Library and other statutory recipients of the register of electors
- where the health and safety of others is at risk
- when the law requires us to pass on information under special circumstances, crime prevention or the detection of fraud as part of the National Fraud Initiative.
We are required by law to report certain information to appropriate authorities – for example:
- where a formal court order has been issued
- to law enforcement agencies for the prevention or detection of a crime
- to the Jury Central Summoning Bureau indicating those persons who are aged 76 or over and are no longer eligible for jury service
Anyone who receives information from us has a legal duty to keep it confidential and safe.