Data Controller - Sarah Martin, Electoral Registration Officer, Civic Centre, Home Gardens, Dartford, Kent DA1 1DR: Email

Informative: I have a statutory duty to maintain a complete an accurate electoral register throughout the year. The annual canvass is an integral part of the year round registration process.

National reforms to the annual electoral registration canvass are being implemented by Government in 2020. Finding new electors throughout the year and consistently maintaining the accuracy of their registers (ie: completing deletions throughout the year) is instrumental to the successful implementation of the national reforms.

This Privacy Notice is ancillary to the Electoral Registration Officer’s Privacy Notice.

Processing activity - I am preparing for the 2020 national reforms alongside the 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).

In general terms:

(a) I process personal information relating to data matching of the information I hold on registered electors or attainers (ie: including 16-17 year old's) against:

  • a national database - 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 Dartford Borough Council and Kent County Council

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

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 (where held) and address (in the form of string address and unique property reference number (where available)) against the DWP CIS database;
  • matching the name and string 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
  • previous names
  • email
  • mobile number

Lawful bases1- my lawful bases for processing your personal information are:

  • UK GDPR Article 6(1)(c) - to comply with my legal obligation(s) under the Juries Act 1974
  • UK GDPR Article 6(1)(c) - to comply with my legal obligation(s) under the Representation of the People Act 1983
  • UK GDPR Article 6(1)(c) - to comply with my legal obligation(s) under the Representation of the People Regulations 2001
  • UK GDPR Article 6(1)(c) - to comply with my legal obligation(s) under the Electoral Registration and Administration Act 2013
  • UK GDPR  Article 6(1)(e) and Data Protection Act 2018, section 8(c) - for the performance of a public interest task which has a clear basis in law (see above) or in the exercise of official authority vested in me as Data Controller i.e. maintaining the register of electors, in the public interest, as provided for in electoral law

Data processor(s) - 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.

Right to object - where processing your personal information is required for the performance of a public interest task (see lawful bases above), you have the right to object on ‘grounds relating to your particular situation’. I will have to demonstrate why it is appropriate for me to continue to use your personal data.

You have the right to opt out of the electoral register at any time. I must remove you from this version and tell the statutory recipients in the next update.

Retention period - I will hold the usual canvass information (name, previous names and address) for longer than the usual canvass period for the purpose of the canvass reform data test. All information will be held securely and disposed of confidentially.

Your other rights: for further details on your rights, refer to the Electoral Registration Officer Privacy Notice.

Changes to this Privacy Notice - this Privacy Notice will be regularly reviewed and updates placed on the website.

  • 1Note that I may process your personal information on more than one lawful basis depending on the specific purpose for which I am using your information

GDPR Canvass Reform Privacy Notice