Electoral Services privacy notice

This privacy notice explains why we ask for your personal information, how that information will be used and how you can access your records.

Everyone working for Electoral Services has a legal duty to keep and process information about you in accordance with the law. Our Data Protection Officer can be contacted by phone on 01362 656870, via email: legal@breckland.gov.uk, or by writing to us at Legal Services, Breckland Council, Elizabeth House, Walpole Loke, Dereham, Norfolk, NR19 1EE

Your rights

The Data Protection Act 2018 (GDPR) allows you rights, for example if there is an error in your records you have the right to make sure it is rectified or erased.

You have the right to opt out of the Open Version of the Register, at any time, and we must remove you from this version and tell the statutory recipients in the next update.

You have the right to be told if we have made a mistake while processing your data and we will self-report breaches to the Information Commissioner's Office.

Council serviceElectoral Services
Why we need your personal data
  • To carry out specific functions for which we are responsible.
  • To provide you with a statutory service relating to electoral registration and elections.
  • 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.
Why we're allowed to collect it
  • Representation of the People Act 1983.
  • Article 17.3(d), Article 89(1), Article 6.1(b) and (e) of the General Data Protection Regulation.
The sort of information collected
  • Basic details about you, for example, name, address, date of birth and nationality.
  • Unique identifiers (such as your National Insurance number).
  • Scanned application forms and dates of any letters or correspondence.
  • Notes about any relevant circumstances that you have told us about.
  • 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.
How the information is used
  • Your records are used to help ensure 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 will 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.

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.

Our partner organisations:

  • The Department for Work and Pensions. 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 for Work and Pensions and the Cabinet Office suppliers that are data processors for the Individual Electoral Registration Digital Service.
  • Your data will be processed byCivica Election Services¬†(CES) (opens new window) to produce poll cards, postal packs, and other election and electoral registration material.
    • Civica's address: Southbank Central (8th Floor), 30 Stamford Street, London, SE1 9LQ 

Anyone who receives information from us has a legal duty to keep it confidential. We are required by law to report certain information to appropriate authorities, for example:

  • Where a formal court order has been issued.
  • To law enforcement agencies 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.
How long the information is retained
  • Your details will be kept and updated in accordance with our legal obligations and in line with statutory retention periods.
  • If your details are in the open register, your name and address can be sold to third parties who may use it for any purpose.
    • You can opt out of this version at any time and are given the opportunity to do so annually as part of the canvass of all households.

Can I see my records?

  • The Data Protection Act 2018 (GDPR) allows you to find out what information is held about you, both 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.
  • Contact the Data Protection Officer if you wish to see a copy of your records. You are entitled to receive a copy of your records, free of charge, within a month.
  • 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

Further information

If you would like to know more about how we use your information, or if for any reason you do not wish to have your information used in any of the ways described in this privacy notice, please tell us.

You can email Electoral Services (elections@breckland.gov.uk) or telephone on 01362 656870.

You can also complain to the Information Commissioner's Office (opens new window).

Last updated: 01/06/2023 13:47:34