We will protect and respect your privacy.
This privacy notice covers the information you need to give us when you register to apply to vote.
We have created this notice to clarify how we:
collect personal data
store personal data
process personal data
We have measures in place to protect your privacy throughout this process.
We are the Data Controller for the personal information you provide.
The Electoral Registration Officer and Returning Officer are also registered as the data controller with the Information Commissioner Office.
We hold and process all personal information in line with data protection legislation.
Categories of personal data
We will process the following personal data to perform our disabled facility grant tasks:
titles
names
addresses
phone numbers
email addresses
signatures for absent vote checking
date of birth
age
marital status
nationality
national insurance number
occupants of your home
information relevant to your circumstances
information relating to whether you have chosen to opt out of the open version of the register
Purpose for processing
We process your data to:
register your right to vote
allow you to vote
be used by the returning officer to administer any election or referendum.
We have a duty under the legislation to produce a Full and an Open Register of Electors.
Under the law, you must provide information to an electoral registration officer for inclusion in the Full register.
We keep records about:
potential electors
actual electors
voters
citizens
candidates
candidates' agents
staff employed at an election
We may keep these records in writing or on a computer.
We may convert your data into aggregated data for statistical purposes.
We don't include any information in our statistics that someone can use to identify you.
We use aggregated data to:
conduct research
carry out analysis,
prepare statistics to use in reports
Lawful basis for processing personal data
We process your data on a lawful basis.
We process your data to meet our legal obligations.
We need the information you provide to carry our duties under the We need the information you provide to carry our duties under the:
Electoral Registration and Administration Act 2013
Representation of the People Regulations 2001.
We process your data where you have given us your explicit consent.
Providing accurate information
It is important that we hold accurate and up to date information about you. This helps us assess your needs and deliver appropriate services.
You must tell us immediately if any of your details change so that we can update your records.
It is an offence to:
give false statements
withhold information
fail to disclose changes in circumstances
We will not:
make any decisions about you based on automated processing
send your data abroad
store your data abroad
Sharing information
The Individual Electoral Registration Digital Service (IERDS) managed by the Cabinet Office checks your identity using the data you provide.
The IERDS will share your information with
the Department for Work and Pensions
the Cabinet Office suppliers who are their data processors
We have a legal duty to provide some organisations and individuals with the full electoral register. They may use it for their own reasons that are different from ours, but they still have to look after it in the same way.
We publish the full register once a year and supply it to:
the British Library
the UK Statistics Authority
the Electoral Commission
the Boundary Commission for England
the Jury Summoning Bureau
Elected Representatives (MPs, MEPs, Local Councillors)
the Police and Crime Commissioner
Candidates standing for elections
Local and National Political Parties
Parish and Community Councils
the National Crime Agency
Public Library or local authority archive services
Government departments or bodies
Credit Reference Agencies
the National Fraud Initiative
Electoral Registration and Returning Officers
We will only disclose information to other organisations if we have a legal duty to release data to:
prevent or detect fraud
prevent or detect crime
protect public funds
It is a crime to pass information from the full register on to others if they do not have a lawful reason to see it.
Anyone can inspect the full electoral register.
The open register contains the same information as the full register. It is not used for elections or referendums.
We update and publish the open register every month. Any person, organisation or company can buy a copy. Businesses and charities use it to:
check names and address details
send direct marketing campaigns
update online directories
We will include you on the open register unless you opt out.
Removing your details from the open register will not affect your right to vote.
Returning Officers may share information where Parliamentary boundaries cross local authority areas.
Data retention
We only keep your data for as long as necessary.
We will keep the full personal information you provide us with for 15 years after you last register with us.
After this time, we destroy your information in a secure way.
We keep annual copies of the Full register data for an indefinite period.
You can contact us for full details of how long we keep information and data.
Your rights
You can read our privacy page to find out:
how we maintain the security of your information
what rights you have to access your information
how to correct or remove your information
If you have any questions or want to find out more information you can phone or email our Data Protection Officer.
If you are unhappy with how we have processed your personal information, contact the Information Commissioner's Office.
Contact details
Data Protection Officer
Braintree District Council
Causeway House
Bocking End
Braintree CM7 9 HB
01376 552525
DPO@braintree.gov.uk
