Privacy Notice - Canvass Reform

The Electoral Registration Officer (ERO) is responsible for ensuring that all eligible persons are registered to vote and the Returning Officer (RO) is responsible for ensuring the provision of elections/referendums.

It is important to note that both the ERO and RO are separate Data Controllers from the Council.

This notice also describes why the ERO/RO requires your data and the legal basis on which they do this.

This Privacy Notice is ancillary to the Electoral Registration Privacy Notice

Why we collect information about you

National reforms to the annual electoral registration canvass are being implemented by Government in 2020.  Finding new electors throughout the area and consistently maintaining the accuracy of both the full and open/edited versions of the register (ie. completing deletions throughout the year) is instrumental to the successful implementation of the national reforms.

The ERO and RO are preparing for the 2020 national reforms alongside the 2019 annual canvass process to confirm:

  • The names and addresses of persons who are entitled to be registered on the electoral register, but who are not already registered;
  • Those persons who are on the electoral register but who are no longer entitled to be registered at a particular address (normally because they have moved)

How will we use the information we hold about you?

The ERO and RO will process your personal data to carry out data matching of the information held in relation to registered electors or attainers (ie. 16-17 year olds) against:

  • A national data base – the Department for Work and Pensions’ Customer Information System (DWP CIS); and
  • Local datasets such as council tax and housing benefit records, and other datasets held by Kettering Borough Council

Data matching information requirements – the data matching occurs at an individual elector level, as follows:

  • Matching the name, including previous names and addresses, date of birth (if held) and address (where available) against the DWP CIS data base
  • Matching the name and address at a minimum for local data
  • Match scores which deem the elector either matched or unmatched (aggregated at household level)
  • Canvass communication information requirements
  • Full name and nationality of each registered elector aged 16 or over
  • The “aged 76 or over” age indicator
  • The aged under 16/17 age indicator

The ERO and RO conduct canvass communications (written and/or email, SMS or any other form of electronic or digital communication) with you.

What is the basis for us to process your data?

The ERO and RO have a legal obligation to provide functions under the following laws, and also carry out other processing of your data for the performance of a public interest task:

  • Representation of the People Act 1983
  • Representation of the People Regulations 2001
  • The Electoral Registration and Administration Act 2013
  • Juries Act 1974
  • Representation of the People (Annual Canvass) (Amendment) Regulations 2019

We may also process your information for the following purpose:

  • The prevention / detection of crime, including false representation in accordance with the Fraud Act.

Your contact information is held with your consent to enable the council to communicate with you.  If you no longer wish to receive information in this way, you can update your preferences by emailing:  elecreg@kettering.gov.uk

Who we will share your information with

Information on the electoral register may be shared or used as follows:

  • 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.  You can find more information about this here: https://www.registertovote.service.gov.uk/register-to-vote/privacy
  • Election staff, political parties, candidates and holders of elected office use the register for electoral purposes.
  • The council and the British Library hold copies that anyone may look at under supervision.  A copy is also held by the EC, the Boundary Commissions (which set constituency boundaries for most elections) and the Office for National Statistics.
  • The council can use the register for duties relating to security, enforcing the law and preventing crime.  The police and the security services can also use it for law enforcement.
  • The register is used when calling people for jury service.
  • Government departments may buy the register from local registration officers and use it to help prevent and detect crime.  They can also use it to safeguard national security by checking the background of job applicants and employees.
  • Credit reference agencies can buy the register.  They help other organisations to check the names and addresses of people applying for credit.  They also use it to carry out identity checks when trying to prevent and detect money laundering.

Information on the open register may be shared or used as follows:

  • Businesses checking the identity and address details of people who apply for their services such as insurance, goods hire and property rental, as well as when they shop online;
  • Businesses selling age-restricted goods or services, such as alcohol and gambling online, to meet the rules on verifying the age of their customers;
  • Charities and voluntary agencies, for example to help maintain contact information for those who have chosen to donate bone marrow and to help people separated by adoption to find each other;
  • Charities, to help with fundraising and contacting people who have made donations;
  • Debt collection agencies when tracing people who have changed address without telling their creditors;
  • Direct marketing firms when maintaining their mailing lists;
  • Landlords and letting agents when checking the identity of potential tenants;
  • Local councils when identifying and contacting residents;
  • Online directory firms to help users of the websites find people, such as when reuniting friends and families;
  • Organisations tracing and identifying beneficiaries of wills, pensions and insurance policies;
  • Private sector firms to verify details of job applicants.

How long do we keep your records?

Every year we are required by law to update the Electoral Register with additions, amendments and deletions of electors. Previous copies of the electoral register are archived for 20 years.  Copies of the open register are kept until the next revised version of the register is published.

We will only keep your contact information for as long as you consent.

You have the right to opt out of the open/edited register at any time.  The ERO and RO must remove you from this version and tell the statutory recipients in the next update.

For further information:

For details regarding your rights under Data Protection law or how to make a complaint if you think we have mishandled your personal information, please visit:

www.kettering.gov.uk/privacy