Electoral Services Privacy Notice
What information do we collect?
In order to carry out our statutory function we keep records about potential and actual electors, voters, candidates and agents, polling station custodians and staff employed at elections.
These records may contain your name, address, nationality, date of birth, national insurance number, documentary evidence, whether you are over 76 or under 18, whether you have chosen to opt-out of the open version of the register, bank details of staff employed for electoral purposes, telephone numbers and email addresses, or the reason why you might require a postal or proxy vote. We may also ask you to provide additional evidence to confirm your identity, such as copies of your passport, marriage certificate or driving licence.
Who uses this information?
The Electoral Registration and Returning Officer.
Why do we use this information?
The Electoral Registration and Returning Officer is the data controller for the personal information collected. Your personal information is collected for the following purposes:
- To undertake our statutory duty to ensure that all eligible persons in the Bradford district are registered to vote; and
- To enable all registered electors to participate as voters in elections/referendums
- To enable eligible persons to stand as candidates in elections, in accordance with statutory requirements
- To enable provision of postal and proxy vote facilities
- To enable verification of an individual’s identity to register to vote
- To conduct an annual canvass of all households, to establish all eligible persons who are entitled to be registered
- To enable administration of the elections in accordance with statutory requirements
What authority does Bradford Council have to collect and use this information?
Processing for the performance of a public task - this lawful basis covers public functions and powers that are set out in UK law or the performance of specific tasks in the public interest, also set out in UK law.
We are required to process your personal data in order to perform our statutory function set out in the following legislation:
- Representation of the People Act 1983
- Representation of the People Act 1985
- Representation of the People Act 2000
- European Parliamentary Elections Regulations 2001
- Representation of the People (England and Wales) Regulations 2001
- Electoral Administration Act 2006
- Local Elections (principal Areas) (England and Wales) Rules 2006
- Local Elections (Parishes and Communities) (England and Wales) Rules 2006
- The Elections Act 2022
Who are we likely to share this information with?
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.
We maintain two versions of the electoral register – the full electoral register and the open (edited) register. The full register is used for electoral purposes and prevention and detection of crime. We are required by law to provide copies of the full electoral register to certain organisations and individuals and it is also made available for public inspection.
If you have opted to be included in the open register, by law your register information can be shared with anyone who requests it. They may use it for their own reasons that are different to ours, but they must look after your data in the same way. You can choose whether or not to have your personal details included in the open version of the register.
We also share your information with our software providers, contracted printers and other service providers, in order to compile and maintain the electoral register, produce poll cards, postal vote packs and other electoral material.
These providers are obliged to keep your details securely and process them only for the specified purpose or purposes.
How do we keep this information secure?
Your information is stored securely on database and document management systems with stringent access and use policies. We also undertake checks and monitoring to ensure the information we hold is accurate at the time and being used appropriately.
Your details will be kept securely and updated in accordance with our legal obligations and in line with statutory retention periods/our retention policy.
When computers make any decisions about you
The Electoral Services Unit does not make or use any automated decisions.
When your data gets sent to other countries
We do not send any information we collect about you outside the United Kingdom.
How long do we keep this information?
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 and our retention policy.
What are your rights?
You have the right to request Bradford Council to stop processing your personal data in relation to any council service. See our main Privacy Notice for details.