The Electoral Registration Officer is a data controller and collects the personal data you provide for the purpose of registering your right to vote. You need to be registered to be able to vote in any election or referendum for which you are eligible. We have a duty to maintain a complete and accurate register throughout the year. We will only collect the personal data that we need from you, in order to do this.
We do this in the performance of a task carried out in the public interest and in the exercise of our official duty under the Electoral Registration and Administration Act 2013 and Representation of the People Regulations 2001.
This ensures you are registered to vote in any election or referendum for which you are eligible. The law makes it compulsory to provide information to an electoral registration officer for inclusion in the full register.
We keep records about potential and actual voters, citizens, candidates, election agents and staff employed at elections. These may be written down, or kept on a computer.
The records may include:
The information you provide is held in the electoral register which is managed by the electoral registration officer who, using information received, keep two registers – the full electoral register and the open (edited) register.
The full register is published annually and is updated at various points during the year. By law, it can only be supplied to the following people and organisations:
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 online.
We also share your information with our software providers and contracted printers.
We will not ordinarily send your personal data outside of the European Economic Area. However, if you are an overseas elector, we may write to you at your location e.g. to send you a postal vote.
It is a crime for anyone who has a copy of the full register to pass information from this register onto others, if they do not have a lawful reason to see it.
Anyone can inspect the full electoral register:
The open register contains the same style of information as the full register, but less of it due to many people "opting out". The open register is not used for elections or referendums. It is updated and published every month and can be sold to any person, organisation or company for a wide range of purposes. It is used by businesses and charities for checking names and address details; users of the register include direct marketing firms and also online directory firms.
You can choose whether or not to have your personal details excluded from the open version of the register; however, they will be included unless you ask for them to be removed. Removing your details from the open register will not affect your right to vote.
You are entitled to request a copy of any information about you that we hold.
If the information we hold about you is inaccurate you have a right to have this corrected and you have the right to request completion of incomplete data.
You have the right to request that we stop, or restrict the processing of your personal data, in certain circumstances. Where possible we will seek to comply with your request, but we may be required to hold or process information to perform our statutory functions.
You can make a request to access your information rights online.
If you are dissatisfied with how your personal information has been use, in addition to the council's own complaints policy, you have a right to complain to the Information Commissioner's Office at:
You can contact the Electoral Registration Officer at Stratford-on-Avon District Council.