The Electoral Registration Officer (ERO) and Returning Officer (RO) are data controllers who collect and use information about residents to enable us to carry out specific functions for which we are statutorily responsible. This Privacy Notice sets out what you need to know about how they will use your information for Electoral Services
What information about you do we collect?
- basic details about you – for example, your name, address, date of birth and nationality
- unique identifiers (such as your National Insurance number)
- scanned application forms & dates of any letters of correspondence
- notes about any relevant circumstances that you have told us
- your previous or any redirected address
- the other occupants in your home
- If you are over 76 or under 18
- whether you have chosen to opt out of the Open version of the Register of Electors
How will your information be used?
How long will we keep it for?
Who will your information be shared with?
- With our printers and software providers, to compile and manage the register, to print your poll cards, postal vote packs and other electoral material
- With registered political parties, elected representatives, candidates, agents and other permitted participants who can use it for electoral purposes only
- With 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) with 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.
- where a formal court order has been issued
- for the prevention or detection of a crime
- to the Jury Central Summoning Bureau indicating those persons who are aged 76 or over and are no longer eligible for jury service
The Department for Work and Pensions use registration data to verify the identity of new applicants, and the Cabinet Office will inform local authorities when people have moved out of their area.
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
The Open Register
You can opt out of this version of the register at any time by emailing ElectionsGeneral@doncaster.gov.uk
- to be informed of our use of information about you;
- of access to information about you;
- rectify information about you that is inaccurate;
- to restrict how we use information about you;
- to object to how we use information about you;
- to complain about anything the Council does with your information (please see the ‘Complaints’ section below).
Data Protection legislation allows you to find out what information is held about you, on paper and computer records. This is known as ‘right of subject access’ and applies to your Electoral Services records along with all other personal records.
If you wish to see a copy of your records you should contact the Information Governance Team (details below). In certain circumstances access to your records may be limited, for example, if the records you have asked for contain information relating to another person.
The right to be forgotten
Data Protection Officer (DPO)
- monitoring the Council’s compliance with data protection law;
- providing expert advice and guidance on data protection;
- acting as the point of contact for data subjects; and,
- co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).
The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:
Telephone: 0303 123 1113
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF