Why we collect information about you?

We collect information to meet legal obligations associated with:-

  • maintaining and distributing of a register of electors for Tewkesbury Borough for voting purposes, as based on your nationality, your name is included on the electoral register so you are able to vote in public elections, and

  • meeting the requirements of a valid nomination/election process, and

  • to facilitate the preparation and conducting of elections, including the production of poll cards.

The lawful basis to collect this information is that it 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 as set out in Representation of the People Act 1983 and associated regulations.

What information do we collect about you?

We collect information about you to include (where applicable):-

  • name, address and contact details, elector number, and

  • National Insurance Number, date of birth, passport, birth certificate, bank details, HMRC tax details, photograph, where you are employed as a temporary election staff member.  

    Some of the information that is collected 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.

Who do we share the information with?

We will share personal information where:-

  • required/permitted by law, or

  • where you have provided consent, or

  • where necessary to allow a third party working for or on our behalf to carry out a particular function.


The main types of organisations/persons we share your information with are:-

  • You

  • Internal council departments e.g. payroll/accounts for temporary election staff

  • Other Local Authorities

  • Service providers/contractors e.g. printers for the production of poll cards, absent vote packs and other election documentation, polling station equipment delivery contractors, polling station training provider(s)

  • Political parties, candidates

  • Election and polling station staff

  • The public via publication of statutory notices e.g. Statement of Persons Nominated, Notice of Election Agents’ and Offices

  • Auditors, as all data captured may be subject to audit reviews.

Is any information transferred to or stored on servers based outside the European Economic Area?


How long do we keep your information?

Data is retained and updated in line with our retention schedule.

Who do we collect information from?

  • You

  • Polling station/election count venue booking agents

  • Internal council departments

  • Other Local Authorities

  • Candidates, agents, proposers, seconders, assentors and political parties.

What are the consequences if we do not collect the data?

We will be unable to fulfil legal obligations associated with the organisation, preparation and conducting of elections within Tewkesbury Borough.

If you are employed as a temporary election staff member, we will be unable to satisfy eligibility to work in the UK requirements and payment of fees.

Are any decision about you made by automatic means?

When voting by post, the signature provided on the Postal Voting Statement is verified against the signature we retain from your postal vote application form.  Generally, this verification takes place using election software.

Last updated: 15 May 2018 (LJ)