Why we ask for your personal information and how it will be used

Why is information recorded about me?

We use information about citizens, electors and voters to enable us to carry out specific functions for which we're responsible and to provide you with a statutory service.

We keep records about potential and actual electors, voters, citizens, candidates and their agents, staff employed at an election and the people we need to pay. These may be written down (manual records) or kept on a computer (electronic records).

These records may include:

  • basic details about you, for example, name, address, date of birth and nationality
  • unique identifiers (such as your NI number)
  • scanned application forms and dates of any letters of correspondence
  • notes about any relevant circumstances that you have told us
  • details and records about the service you have received
  • your previous or any redirected address
  • the other occupants in your home
  • if you are over 76 or under 16/17
  • whether you have chosen to opt out of the Open version of the Register. Find out more information about the Open Register on our annual canvass FAQ's (PDF 231K.

What is the information used for?

Your records are used to help make sure that we provide you with the service that you need. We will, based on your nationality, include your name on the Electoral Register so that you are able to vote by your chosen method.

The Electoral Register is a public document which can be viewed by appointment only under strict control.

It is important that your records are accurate and up-to-date as they'll help make sure that our staff are able to provide you with the help, advice or support you need.

If you do not provide us with this information then eligible citizens will not be able to vote and you may be breaking the law.

How long for?

In order to provide you with this service, we rely on our legal obligation. The Electoral Registration Officer and Returning Officer are obliged to process your personal data in relation to preparing for and conducting Elections. Your details will be kept and updated in accordance with our legal obligations and in line with statutory retention periods.

Occasions when your information needs to be disclosed (shared) include:

  • to contracted printers to print your Poll cards, Postal Packs and other electoral material
  • to registered political parties, elected representatives, candidates, agents and other permitted participants who are able to use it for Electoral Purposes only
  • credit reference agencies, the British Library, UK Statistics Authority, the Electoral Commission and other statutory recipients of the Electoral Register
  • details of whether you have voted (but not how you have voted) to those who are entitled in law to receive it after an election
  • 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

Anyone who receives information from us has a legal duty to keep it confidential.