The Electoral Registration Officer (ERO) and Returning Officer (RO) are the data controllers for the personal information described in this notice. They are registered with the Information Commissioner's Office (ICO) under registration number Z5445889.
This privacy notice explains:
- Who we are and how to contact us
- Who this notice applies to
- What personal information we collect
- Where we get your information from
- How we use your information and our lawful bases
- Who we share your information with
- How long we keep your information
- How we keep your information secure
- Your rights and how to contact us
Who we are and how to contact us
Electoral Services supports the statutory functions of:
- The Electoral Registration Officer, who is responsible for compiling and maintaining the electoral register and for matters relating to voter registration.
- The Returning Officer, who is responsible for administering elections and referendums.
Electoral Services
Telephone: 023 9283 4074
Email: elections@portsmouthcc.gov.uk
Data Protection Officer
Portsmouth City Council
Civic Offices
Portsmouth
PO1 2AL
Email: DataProtection@portsmouthcc.gov.uk
Telephone: 023 9283 4385
Who this notice applies to
This notice applies to personal information processed by Electoral Services, including:
- Registered voters and potential voters
- Postal and proxy voters
- Anonymous electors
- Election candidates and agents
- Election and canvassing staff
- Landlords and persons responsible for multiple occupancy properties, care homes, sheltered housing and university halls of residence
- Suppliers and contractors providing services to Electoral Services
- People making enquiries, complaints, consultation responses or feedback
What personal information we collect
We keep records about voters (including potential voters), election candidates and agents, and staff employed at elections, referendums and electoral registration canvassing activities.
We may collect and process:
Identity and registration information
- Name, address, date of birth and nationality
- National Insurance number and other unique identifiers
- Previous address, correspondence address or last UK address
- Age information where required for electoral registration purposes
- Whether your name is included in the open register
Contact information
- Telephone numbers
- Email addresses
Electoral registration and voting information
- Signatures on application forms
- IP addresses used for online electoral applications
- Name, address and contact details of appointed proxies
- Details of someone who has assisted a voter with an application
- Information relating to postal voting and proxy voting
- Election documentation including marked registers and postal voting lists showing whether a voter has voted
Supporting evidence and documents
- Scanned copies of applications
- Identity documents and supporting evidence
- Photographs for Voter Authority Certificate applications and Anonymous Elector Documents
- Court documents and attestations supporting anonymous registration applications
Service voter and overseas registration information
- Service number, rank/rating and regiment details for service voters and their spouses
- Employment details for Crown Servants, British Council employees and their spouses
Candidate and agent information
- Candidate nomination forms
- Election agent details
- Election expenses returns
- Information relating to campaign donors or those supplying campaign goods or services
Employment, supplier and administrative information
- Recruitment and payroll information
- Supplier and contractor contact details
- Complaints and feedback
- Consultation and survey responses
Household information
- Names of other household occupants and potential electors
- Landlord and property manager details where relevant
Special category and criminal offence data
Some information processed by Electoral Services may include:
- Nationality information that may reveal racial or ethnic origin
- Information relating to disability or health conditions disclosed in connection with proxy voting applications
- Information on candidate nomination papers that may reveal political opinions
- Contact information for polling station venues that may reveal religious beliefs where the venue is a place of worship
- Information relating to criminal convictions where required to support specific electoral applications
Personal information collected for anonymous elector registration is classified as high-risk data because disclosure could place an individual at risk of physical harm.
Where we get your information from
We obtain information:
- Directly from you through applications, forms and correspondence
- Through GOV.UK electoral registration services
- From appointed proxies, attestors and other authorised representatives
- From landlords, educational establishments, care homes and other organisations
- From election candidates and agents
We may use third-party suppliers to collect information required to compile and maintain the electoral register. The current service provider is Civica Election Services.
Under Section 35 of the Representation of the People Regulations 2001 (as amended), the Electoral Registration Officer is entitled to inspect records held by Portsmouth City Council for electoral registration purposes.
Section 9A of the Representation of the People Act 1983 (as amended) also places a duty on the Electoral Registration Officer to take steps to maintain the electoral register.
This may include checking records relating to:
- Council Tax
- Housing tenancies
- Housing benefits
- Education
- Registration services
This information is used to confirm existing entries on the register and identify individuals who may need to register or whose circumstances have changed.
How we use your information and our lawful bases
How we use your information
The Electoral Registration Officer uses your information to:
- Compile, publish and maintain the electoral register
- Process voter registration applications
- Verify identity through Department for Work and Pensions records
- Conduct annual household canvass activities
- Validate electoral register entries through data matching exercises
- Encourage eligible residents to register to vote
- Maintain postal and proxy voter records
- Recruit and pay canvass staff
The Returning Officer uses your information to:
- Administer elections and referendums
- Manage polling stations and absent voting arrangements
- Administer candidate nominations and agent appointments
- Produce statutory election notices and election documents
- Recruit and pay election staff
Lawful basis
The lawful basis for processing personal information is that it is necessary for the performance of a task carried out in the public interest and the exercise of official authority vested in the Electoral Registration Officer and Returning Officer.
This includes, but is not limited to, powers and duties under electoral legislation including:
- Local Government Act 1972
- Representation of the People Acts
- Political Parties, Elections and Referendums Act 2000
- Electoral Administration Act 2006
- Electoral Registration and Administration Act 2013
- Elections Act 2022
- Voter Identification Regulations 2022
- Representation of the People (Postal and Proxy Voting) (Amendment) Regulations 2023
Who we share your information with
To verify identity when registering to vote, applying for a Voter Authority Certificate or applying for an absent vote, information may be shared electronically with the Department for Work and Pensions and suppliers acting on behalf of government departments.
Information may also be processed through GOV.UK electoral registration services and the Electoral Registration Officer Portal.
Information from the electoral register may also be shared with or disclosed to:
- Companies providing electoral services, including printers, software providers and GOV.UK Notify
- Political parties, elected representatives and election candidates
- Credit reference agencies
- Portsmouth City Council for statutory functions including participation in the National Fraud Initiative
- The British Library
- The Jury Summoning Bureau
- The Electoral Commission
- The UK Statistics Authority
- Other organisations where disclosure is required by law, including for the prevention and detection of crime
The Electoral Registration Officer is required by law to publish the electoral register and make it available for inspection under statutory conditions.
The open register is available for general sale as permitted by legislation.
The Returning Officer is also required to publish certain statutory election notices and documents which may contain personal information prescribed by electoral legislation.
Data processors
Where suppliers process personal information on behalf of Electoral Services, they act only on instructions provided by the Electoral Registration Officer or Returning Officer.
Processors must:
- Keep information secure
- Provide appropriate security assurances
- Assist with data protection obligations
- Process information only for authorised purposes
How long we keep your information
Your information is held and updated in accordance with legal obligations and statutory retention periods.
Examples include:
- Ballot papers, polling station records and postal voting documentation are generally retained for one year.
- Candidate election expense returns are generally retained for two years.
How we keep your information secure
We take appropriate steps to ensure personal information held electronically and in paper form is kept secure and only accessed by authorised individuals.
Security measures include:
- Encryption of personal data and equipment
- Access controls
- Staff training
- Secure storage arrangements
- Contractual controls with suppliers and processors
Your data protection rights
You have rights under UK GDPR, including:
- Access to your personal information
- Rectification of inaccurate information
- Erasure in limited circumstances
- Restriction of processing
- Objection to processing
- Data portability where applicable
- Rights relating to automated decision-making
Please note that some rights may be restricted where information is processed under statutory electoral powers.
How to exercise your rights
To make a subject access request or exercise your data protection rights, contact:
Data Protection Officer
Portsmouth City Council
Civic Offices
Portsmouth
PO1 2AL
Email: DataProtection@portsmouthcc.gov.uk
Telephone: 023 9283 4385
Complaints
We take complaints about the collection and use of personal information seriously.
If you have concerns, questions or require further information, please contact the Data Protection Officer in the first instance.
You also have the right to complain to the Information Commissioner's Office (ICO).
Changes to this privacy notice
This privacy notice was last updated on 8 December 2023.