Elections Service: privacy

Your personal data

The UK General Data Protection Regulation together with the Data Protection Act 2018, applies to every organisation that processes your personal information.

The regulation sets out some key principles and answers the following questions:

  • why do we record information about you?
  • for what do we use information?
  • how long will we hold your information for?
  • when, why and under what circumstances do we share your information?

It also explains:

  • that anyone who gets information has to keep it confidential (or we cannot share it with them)
  • the right for you to access your information. If you want to know what information we have about you, please contact us using the details on this page
  • the right to have errors in your information corrected. If you’re aware of errors in your information, please contact us using the details on this page
  • the right to have non-statutory information held about you deleted. There are limitations to this right, as the Electoral Register is a document of record and is kept forever.

We are committed to the highest standards of good practice in data protection and privacy. The following privacy notice may be updated frequently as new advice in relation to the guidelines is adopted.

Our guide to Data protection and your right to know has more information about your rights and our obligations.

Privacy Notice

This notice applies to the following Elections and Registration processes:

  1. where you have made a general enquiry over the phone, in writing or by email and where you have given us your personal details as part of that enquiry.
  2. where you have registered to vote by phoning us or writing to us. It also applies where you have registered to vote with the Government’s Voter Registration Service and they have sent us your details. Information you have provided to the Government's Voter Registration Service is also covered.
  3. where you have applied for a Voter Authority Certificate by attending the Council offices to seek assistance or by writing to us which includes providing a photo. Information you have provided to the Government's Application Service is also covered.
  4. where you have applied to vote by post, in writing, or by submitting a scanned application by email.
  5. where you have applied to vote by proxy, in writing, or by submitting a scanned application by email.
  6. where you have applied to work for the Returning Officer at an Election or Referendum.
  7. where you have applied to work for the Electoral Registration Officer collection Household Enquiry forms or Individual Registration forms.

It does not apply to any other Hart District Council processes. You can find more information about these on our privacy page.

The Data Controller is:

For processes 1,2,3,4,5, and 7 The Electoral Registration Officer, Civic Offices, Harlington Way, FLEET, GU51 4AE. Registration number: Z6770403.

For process 6: Hart District Council, Civic Offices, Harlington Way, FLEET, GU51 4AE. Registration Number: Z6421908

The Data Protection Officer for all the processes can be contacted at Hart District Council, Civic Offices, Harlington Way, Fleet, GU51 4AE or by calling 01252 622122.

Election and registration processes 1 to 7 (opens in new tab)

Information common to processes 1 to 7

  • there will be no processing of your data by any of the parties listed, other than that necessary and associated with the process.
  • your data will not be used for any purpose other than listed in the above 7 processes.
  • you have the right to request that any information held incorrectly is rectified. You can do that by contacting us in writing or by email. If the information is held incorrectly on the electoral register because you have moved house then you should update and correct your register details by going to www.gov.uk/register-to-vote or contact us.
  • if you are unhappy with how the Election Manager processed your data you can contact the Data Protection Officer at Hart District Council by calling 01252 622122
  • if you are unhappy with how the Data protection Officer has dealt with any complaint you can complain to the Information Commissioner.
  • the Information Commissioner Office helpline is on 0303 123 1113

For more information, please contact us using the details on this page.