Privacy notice

Data Controller Name: Virginia McVea
Address: 3rd Floor, 15 Church Street, Belfast BT1 1ER

Data Protection Officer Name: Liz Murray
Address: 3rd Floor, 15 Church Street, Belfast BT1 1ER
Email: dpo@eoni.org.uk

Why are you processing my personal information?

We process your information to enable the Chief Electoral Officer to create and maintain an accurate and up-to-date electoral register and process applications for postal/proxy votes and electoral identity cards.

Lawful basis for processing

The Representation of the People Act 1983 and The Representation of the People Act 1985 require the Chief Electoral Officer to maintain an accurate and up-to-date electoral register and issue postal and proxy votes. The Electoral Fraud (Northern Ireland) Act 2002 requires the Chief Electoral Officer to issue electoral identity cards.

What categories of personal data are you processing?

We may collect the following information when you register to vote, apply to vote by post or proxy or apply for an electoral identity card:

  • Full name (first name, middle name, family name, previous surname)
  • Full residential address including postcode
  • Any previous address from the last time you registered
  • Any other residence, including an address where you are currently registered
  • Nationality
  • Date of birth
  • National insurance number
  • Signature

We may also collect a contact telephone number and email address from you – this will only be used to contact you if there is a query about your application.

If you apply for an electoral identity card we will collect your photograph in addition to the above information.

Where do you get my personal data from?

We obtain information from completed registration forms, online registration applications, postal/proxy vote applications and electoral identity card applications.

The Chief Electoral Officer can also require certain public authorities to provide information to ensure the register is as accurate as possible. The authorities that may currently be required to provide information are:

  • Business Services Organisation
  • Department for Work and Pensions
  • Registrar General for Northern Ireland
  • Secondary schools and further education colleges
  • Prison Service
  • Coroner’s Office
  • Lisburn and Castlereagh City Council (British Citizenship data)

How long do you keep my personal data?

We will only retain your data for as long as necessary to keep the electoral register up-to-date and to ensure free and fair elections. You will remain listed on the register until you are removed. When your personal data is no longer needed it will be securely deleted, except where such retention is necessary for compliance with a legal obligation to which we are subject.

Who we share your personal data with

We may share your data with enforcement agencies for the prevention or detection of crime.

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 of 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

Full Electoral Register

Recipients of the full register can only use it for lawful purposes specified in legislation (Part 6 of the Representation of the People (NI) Regulations 2008). These will be for the provision of other public services and running elections.

The following automatically receive a copy of the full register for the whole of Northern Ireland when it is published:

  • The British Library
  • The Northern Ireland Statistics and Research Agency
  • The Electoral Commission
  • The Boundary Commission

The following are entitled to receive a copy of the full register free of charge upon request:

  • Elected representatives (MPs, MEPs, MLAs and Councillors) for the area they represent
  • Holders of relevant elective offices and candidates for the area they represent
  • Local constituency parties (for their constituency)
  • Registered political parties (for the whole of Northern Ireland)
  • Candidates at elections (for the area in which they are standing)
  • Police forces (for the whole of Northern Ireland

The following are entitled to purchase the full register for the whole of Northern Ireland:

  • Government Departments
  • Credit Reference Agencies

The full register may be inspected in person at any Area Office. Only the most recently published register is available for inspection.

Edited/Open Register

The edited register is available for sale to any person for any purpose.

The edited register omits the names and addresses of people who have asked to be excluded from that version of the register, either by ticking the Edited Register box on the registration form or submitting a request to have their details removed from this register (this may be done by contacting your local Area Electoral Office).

The edited register may be inspected in person at any Area Electoral Office. Only the current register is available for inspection.

Marked Register

The marked register is the polling station register on which a mark has been placed against the name of every person who is issued with a ballot paper.

A copy of the marked register may be supplied free of charge to police forces and other law enforcement agencies but only if they have previously inspected the marked register. No other organisation is entitled to be supplied with a free copy of the marked register.

Any person entitled to be supplied with a copy of the full register (see above) may purchase a copy of the marked register.

Do you transfer my personal data to other countries outside the UK?

We do not transfer your personal data to other countries outside the UK.

What rights do I have?

  • You have the right to obtain confirmation that your data is being processed and access to your personal data by making a subject access request. See How to make a subject access request for information on making a request.
  • You are entitled to have personal data rectified if it is inaccurate or incomplete.

How do I complain if I am not satisfied?

If you dissatisfied with any aspect of this privacy notice, or how your personal information is being processed, please contact the Data Protection Officer (details above).

If you are still not satisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Tel: 0303 123 1113
Email: casework@ico.org.uk
https://ico.org.uk/global/contact-us/