This privacy notice sets out how we process your personal information within the Elections team:

What information do we need?

We collect your name, address, email address and telephone number. Sometimes we collect other information you may feel is sensitive to you. This might be your nationality, date of birth, national insurance number or the reason you might require a postal or proxy vote. We may require further evidence from you such as copies of your passport, marriage certificate or driving licence.

Why we need it?

To allow you to vote in elections. We are required by law to provide an electoral service. In order for us to do this, you must provide your personal information to us.

Do we share your information?

Our software providers will also store your information, but only on our instructions. They won’t use it for any other reasons, and they have to look after it in the same way we would. View their privacy policy for more details.

We are required to provide copies of the full electoral register to certain organisations and individuals by law. They may use it for their own reasons that are different to ours, but they still have to look after it in the same way. For a list of these organisations and individuals you can contact our Data Protection Officer.

The Department for Work and Pensions will also use your information to verify your eligibility for the electoral register. They won’t use it for any other reasons and they have to look after it in the same way. View their personal information charter for more details.

If you have opted to be included in the open register, by law your information can be shared with anyone who requests it. They may use it for their own reasons that are different to ours, but they still have to look after it in the same way. The electoral register can also be viewed, but not copied, at our Gateway by anyone who requests it.
Our printing company will also use your information, but only on our instructions. They won’t use it for any other reasons, and they have to look after it in the same way we would.

We are also under a legal obligation to share personal information with the Cabinet Office for the purpose of the National Fraud Initiative to assist in the prevention and detection of fraud.

What do we do with your information?

We use it for electoral purposes. We won't use it for any other purposes without your consent, or without telling you first.

Sometimes we have to give it to other authorities, organisations or people. This would be for the prevention or detection of crime, or because of legal matters, for example. We don't need your consent to do this, but if we can, we'll let you know if we've passed your information on.

How long do we keep your information?

For as long as we need it. Once we no longer need it, we will keep it for a set period (a retention period) but not use it. When the retention period expires we will delete your information from our records.