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Ceredigion County Council website

Electoral Services Privacy Notice

The purposes for which we use your personal data

The information we collect about you will be used for the purpose(s) of:

  • Checking that you are entitled to register to vote
  • Maintaining the Electoral Register, including postal and proxy voters
  • Providing a list of eligible voters for canvassing purposes to candidates and political parties standing at elections

If you complete your Individual Electoral Registration form on-line, 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 on the Government's Privacy notice page.

The legal basis for the processing of your information is to comply with our legal obligations under the Electoral Registration and Administration Act 2013, and, in instances of data matching, to comply with our obligations to maintain as complete a register as possible under Regulation 23 of the Representation of the People (England and Wales) Regulations 2001.

Processing of special category data is undertaken under Article 9 2 (g): processing is necessary for reasons of substantial public interest, on the basis of domestic law and DPA 2018 Schedule 1 part 2 (6) 2a, the relevant legislation being the Representation of the People (Wales) Regulations 2001.

What if you do not provide personal data?

If you do not give us the information we need when we ask for it, we will be unable to register you as a voter. As providing the information is a legal requirement, this may also result in a fine of up to £1,000.00.

What type of information do we use?

We collect the following types of personal data about you to be included on Electoral Register:

  • Name
  • Address

We also collect the following information for administration purposes:

  • Date of birth
  • Telephone number
  • Email address
  • National Insurance Number
  • Nationality
  • Your family composition

Who do we collect the information from?

To provide this service, we collect information directly from you but also receive information from the following sources:

  • Registered Social Landlords
  • Electoral Commission
  • Residential/nursing homes
  • Local Universities and colleges
  • Digital Cabinet Office
  • Department of Work and Pensions

We also obtain information from the following Council services:

  • Council Tax
  • Housing Benefits

The following types of personal data are obtained:

  • Name
  • Address
  • Telephone number
  • Email address
  • Date of birth

Transferring your information abroad

Your information will not be transferred outside the United Kingdom.

Who your information may be shared with (internally and externally)?

The Full Electoral Register can be viewed by any organisation or member of the public and an edited Open Register, which you can opt out of, can be purchased by any person.

In accordance with the Representation of the People (England and Wales) Regulations 2001 only the following individuals and organisations are entitled to a copy of the full register of electors on request:

  • elected representatives
  • candidates
  • the agent of a party list standing at a European Parliamentary election, an election in an electoral region for the National Assembly for Wales registered political parties, including recognised third parties
  • Police & Crime Commissioner
  • local constituency parties
  • holders of relevant elective offices within the meaning of Paragraph 1(8), Schedule 7, Political Parties Elections and Referendums Act
  • permitted participants within the meaning of Section 105(1) of the Political Parties Elections and Referendums Act
  • the council which appointed the Electoral Registration Officer
  • any other local authority which the area contains all or part of the Electoral Registration Officer’s responsibility (not parish and community councils)
  • any police force in Great Britain
  • the National Criminal Intelligence Service
  • the National Crime Squad
  • the Police Information Technology Organisation
  • anybody of constables established under an enactment
  • the Security Service, GCHQ and the Secret Intelligence Service
  • a public library or local authority archives service where their remit includes the registration area
  • UK Statistics Authority
  • Town & Community Councils
  • Electoral Commission
  • Local Democracy and Boundary Commission for Wales
  • Software supplier (Democracy Counts)
  • External printer (Adare SEC)

We also provide information held on the Full Register to the following:


  • Council services that need to check names and addresses for business purposes
  • Electoral Services holds copies of the Full Register and may supply copies which are more than 10 years old for research purposes under certain circumstances

To comply with our obligation to maintain an accurate register under Regulation 23 of the Representation of the People (England and Wales) Regulations 2001 in respect of students registered with Aberystwyth University, routine data matching is undertaken.