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- Why we collect information about you?
- What information do we collect about you?
- Who do we share the information with?
- Is any information transferred to or stored on servers based outside the EEA?
- How long do we keep your information?
- Who do we collect information from?
- What are the consequences if we don’t collect the data?
- Are any decision about you made by automatic means?
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, as based on your nationality, your name is included on the electoral register which lists the names and addresses of everyone who is registered to vote in public elections.
The register is used for electoral purposes, such as making sure only eligible people can vote. It is also used for other limited purposes specified in law, such as:
detecting crime (e.g. fraud)
calling people for jury service
checking credit applications
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, nationality, National Insurance Number, date of birth, previous address and contact details. We may also need to collect evidence of identity in various forms e.g. passport, driving licence, marriage certificate, deed of change of name
whether you have chosen to opt out of the open version of the electoral register
The open register is an extract of the electoral register, but is not used for elections. It can be bought by any person, company or organisation. For example, it is used by businesses and charities to confirm name and address details. Your name and address will be included in the open register unless you ask for them to be removed. Removing your details from the open register does not affect your right to vote
the other residents in your home
bank details, HMRC tax details, photograph, where you are employed as a canvasser
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
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:-
Internal council departments e.g. payroll/accounts for canvass staff
Other Local Authorities, local and central government bodies e.g. Department for Work and Pensions to verify identity
To verify your identity, the data you provide will be processed by the Individual Electoral Registration Digital Service managed by the Cabinet Office. As part of this process your data will be shared with the Department of Work and Pensions and the Cabinet Office suppliers that are data processors for the Individual Electoral Registration Digital Service. You can find more information about this here https://www.registertovote.service.gov.uk/register-to-vote/privacy
Fraud or crime prevention and enforcement agencies
Credit reference agencies
Members of the public who are entitled to inspect the register of electors under supervision and persons purchasing the edited version of the register of electors
Service providers/contractors e.g. printers, automated canvass response facility providers
Election candidates and agents, Political parties, elected members, other permitted participants, parish councils
Canvassers undertaking annual canvasser duties
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?
Internal council departments
Other Local Authorities
What are the consequences if we do not collect the data?
We will be unable to fulfil legal obligations to maintain and distribute a register of electors for Tewkesbury Borough. A person who does not appear on the register of electors is not entitled to vote at an election.
If you are employed as a canvasser, 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?
To ensure eligibility for inclusion in the Electoral Registration, your name, date of birth and National Insurance Number are automatically checked against records held by the Department for Work and Pensions via the Cabinet Office IER Digital Service.
Last updated: 15 May 2018 (LJ)