Electoral Registration Officer

Who do you keep information about?

We keep information about:-

  1.  People in the Borough of Darlington who are eligible to register on the Electoral Register; and       
  2.  Individuals who are registered to vote :-
    1. minors currently sixteen or seventeen years old;
    2. those not eligible for jury service;
    3. candidates for election and their agents; and
    4. staff including volunteers, agents, temporary and casual workers.

Why do you keep information about me?

Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

  1. The Electoral Registration Officer must Register People in accordance with the Representation of the People Act 2001 (as amended) 
  2. The Returning Officer has a duty to exercise powers under the following legislation:-
    1. Local Government Act 1972
    2.  Representation of the People Acts 1983, 1985 and 2000
    3. Political Parties, Elections and Referendums Act 2000
    4. Local Government Act 2000
    5. Representation of the People (England and Wales) Regulations 2001
    6. Representation of the People (Combination of Polls) (England and Wales) Regulations 2004
    7. Local Elections (Principal Areas) (England and Wales) Rules 2006
    8. Electoral Administration Act 2006
    9. Local Elections (Parishes and Communities) (England and Wales) Rules 2006
    10. Local Authorities (Mayoral Elections) (England and Wales) Regulations 2007
    11. Political Parties and Elections Act 2009
    12. Local Democracy, Economic Development and Construction Act 2009
    13. Neighbourhood Planning (Referendums) Regulations 2012
    14. Local Authorities (Conduct of Referendums) (England) Regulations 2012
    15. Electoral Registration and Administration Act 2013
    16. The Combined Authorities (Mayoral Elections) Order 2017

Who can see my information?

Access to records is restricted to Democratic Services Staff within Darlington Borough Council.

Information is shared with a number of organisations under legislation:-

  1. A number of organisations are entitled to receive a full copy of the Electoral Register on publication and on request - these are detailed in Tables One, Two three and Four of the Electoral Commission’s Handbook on maintaining the Electoral Register.       
  2. A list of those who are able to purchase the Electoral Register if detailed in Table Five of the Electoral Commission’s Handbook on maintaining the Electoral Register.
    1. organisations who buy the edited register
    2. other organisations who take part in the National Fraud Initiative
    3. other occupants of the individuals address
    4. courts
    5. suppliers and providers of goods and services
    6. persons making an enquiry or complaint
    7. police forces
    8. central and local government
    9. political organisations
    10. ombudsmen and regulatory authorities
    11. data processors
    12. data subjects themselves

How do you store the information you keep about me?

  1. Paper Records are filed 
  2. Electronic records are held on Electoral Management System 
  3. Electronic records are held on Network Drive Committee Shared area and Elections drive on the Council’s Network

Is my information transferred to a third country or international organisation?

No

How long do you keep information about me?

There is no end date for Electoral Register records maintained.   

Election Records are held for One Year - This information is destroyed securely when we no longer need it. 

How did the Council get my personal data? 

From you and from other Council systems. 

In cases where your personal data was obtained from a source other than yourself or your representative, we will inform you of the origin of the information within 1 month, unless that information is being used to contact you, in which case, that information should be provided to you at the latest, upon first communication with you.  However, it is not necessary to provide that information in cases where you already possess the information, where recording or disclosure is expressly laid down in law or where provision of the information proves impossible or would involve disproportionate effort.  

* What sort of information do you keep?

We may use the following information about you to make sure that we provide you with the right service, advice or support.  

  1. Name                                                             
  2. Identification number                               
  3. Location Data                                             
  4. Online identifier                                           
  5. One or more factors specific to the physical identity of a natural person  
  6. One or more factors specific to the physiological identity of a natural person                                                             
  7. One or more factors specific to the genetic identity of a person
  8. One or more factors specific to the mental identity of a person
  9. One or more factors specific to the economic identity of a person
  10. One or more factors specific to the cultural identity of a person
  11. One or more factors specific to the social identity of a person

Special categories of personal data:

  • Nationality
  • Political opinions - Candidates