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Coronavirus (COVID-19)

Colchester Borough Council is monitoring the situation closely and will continue to take action to minimise disruption and keep residents and visitors safe. 

Coronavirus: updates, advice and guidance

Electoral and Edited Register

Information collected

  • Name of elector including any previous names where applicable
  • Current address
  • Previous address
  • Correspondence address, including overseas where applicable
  • Date of birth
  • National Insurance Number
  • Nationality
  • Signature where a postal/proxy application is in place
  • Email address
  • Telephone number
  • Open register preference

Agencies we might share your information with

  • Electoral Commission
  • Credit Agencies
  • Political Parties including Local Constituency
  • Elected Representatives
  • Relevant Elective Offices
  • British Library, National Library of Wales, National Library of Scotland
  • Returning Officer for a Local Government
  • Candidates for relevant Elections
  • Government Departments
  • UK Statistics Authority
  • National Records of Scotland
  • Parliamentary and Local Government Boundary Commission
  • Any GB Police Force, National Crime Agency, Police and Crime Commissioner
  • Anybody of constables established under enactment
  • Security Service, GCHQ and Secret Intelligence Service
  • Jury Central Summoning Bureau
  • Other Council Departments in accordance with legislation
  • National Fraud Initiative
  • Enforcement Agents
  • Elections software system (eXpress)
  • Print companies (Alpha print and Sci Print)
  • Register is available for public inspection under supervision
  • Open Register – can be purchased by any person, company or organisation

Purpose for processing

We have a statutory duty to hold and maintain the Electoral Register and for EROs to process for the performance of a public task as provided for in electoral law. It is a legal requirement that this information is provided to the ERO. This is in accordance with regulations outlined in the Representation of the People Regulations 2001 (England and Wales) and the Parliamentary Election Rules under the Representation of the People Act 1983. Your information is stored securely in eXpress Register, our preferred IT Elections software management system.

Length of time we keep your information

Colchester holds a Data Retention Policy to ensure data is processed and held, outlined in legislation, for no longer than necessary for that purpose. Where data will be processed for archiving purposes in public interest, or for scientific, historical or statistical purposes this will be stored for longer periods of time. Past electoral registers are held to determine the eligibility of overseas applicants for 15 years. You do have the right to remove your details from the Open Register (which can be purchased by any person, company or organisation), to do so please contact elections@colchester.gov.uk.

Updates to this privacy notice

We will continually review and update this privacy notice to reflect changes in our processes and procedures, as well as to comply with changes in the law. When such changes occur, we will revise the "last updated" date on this notice. We encourage you to periodically review this notice and to be informed of how we are protecting your information. 
 

Page last reviewed: 14 August 2018