Melton Borough Council

Privacy Notices

Electoral Registration - Privacy Notice

Melton Borough Council - Privacy Notice:

Electoral Registration

Who we are

Melton Borough Council only use the information that you provide us with to maintain the Electoral Register, to run all forms of election and referendum , and to employ casual staff to run an election.

The Electoral Registration Officer is the Data Controller:  Edd de Coverly, Parkside, Station Approach, Burton Street, Melton Mowbray, LE13 1GH,  telephone 01664 502502 and our Data Protection Officer is:  The Corporate Improvement Officer,  Parkside, Station Approach, Burton Street, Melton Mowbray, LE13 1GH, telephone 01664 502502, email

Why we process your data

The Council’s Electoral Registration Service are allowed to use your data for legal obligation or public task under various UK laws including but not limited to –

  • The Local Government Acts 1972, 2000
  • The Representation of the People Act 1983
  • The Immigration Act 2016
  • The Equalities Act 2010

Some of the information that is collected in relation to Electoral Registration and Elections is classified as special category personal data.  This is processed for reason of substantial public interest as set out in the Representation of the People Act 1983 and associated regulations.  To process this type of information the Data Controller must have a relevant policy document that sets out how this information will be handled.

The Electoral Register lists the names and addresses of everyone who is registered to vote in public elections.  The Register is used for electoral purposes, such as making sure only eligible people can vote.  It is also used for other limited purposes specified in law, such as:

  • Detecting crime (eg fraud)
  • Calling people for jury service
  • Checking credit applications

The Open Register is an extract of the electoral register, but is not used for elections.  It can be bought by any person, company or organisation, for example, it is used by businesses and charities to confirm name and address detail.  Your name and address will be included in the open register unless you ask for them to be removed.  Removing your details from the open register does not affect your right to vote.

If you do not provide us with this information then eligible citizens will not be able to vote and you may be breaking the law.

Who we share your data with

The Council is required to shares your data with the following people and organisations upon request as part of the Representation of the People Regulations 2001 (97 to 114) –

  • Candidates and Agents at election
  • MP
  • MEP
  • Councillors
  • Political Parties
  • The Boundary Commission
  • ONS
  • The Electoral Commission
  • Credit Reference Agencies
  • The Police and other crime enforcement agencies
  • Jury Summoning Service
  • The British Library
  • Contractors engaged in the running of an election and for the production of poll card, postal votes packs, ballot papers and all necessary notices for the election process


The Electoral Register is a public register and can be inspected by the public.  The Open Register can be sold to third parties.

We take part in the Cabinet Office’s National Fraud Initiative data matching exercise to assist in the prevention and detection of fraud.

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 Officer suppliers that are data processors for the Individual Electoral Registration Digital Service.  You can find more information about this here:

How we keep your data secure in other countries

Where the Electoral Registration Service has cause to transfer your data to any organisation in a third country or international organisation (eg using cloud storage) appropriate or suitable safeguards will be written into the contract.  You can ask for a copy of the contracts here.

How long we keep your data for

In order to provide you with this service we rely on our legal obligation.  The Electoral Registration Service and the Returning Officer are obliged to process your personal data in relation to preparing for the conduct of election and your details will be kept and updated in accordance with our legal obligation and in line with statutory retention periods. 

Your rights

You have the following rights:

  • To ask for a copy of the data we hold on you
  • To ask us to delete data on you that we no longer need
  • To ask us to correct data about you that is incorrect
  • To ask us to stop processing your data temporarily if you think it is wrong until we work out what is correct

You have the right to be told if we have made a mistake whilst processing your data and we will self report breaches to The Information Commissioner.  A personal data breach includes breaches that are the result of both accidental and deliberate causes.

Profiling and automated decisions

The Council does not currently undertake any profiling activities or take automated decisions about you for Election or Electoral Registration purposes.

How to complain

You can complain to the Council here.  If you are not happy with our response you can request a review and if after that you are still unsatisfied you can then take the matter to the Information Commissioner’s Office.