Electoral Services privacy notice

Last updated: March 2026 

What this notice is about 

This privacy notice explains how our Electoral Services team collects, processes and uses your data which we are required by law to collect. You should also read our main privacy notice, which gives more details about your rights and how to contact us. 

Who is collecting your data 

By law, the council’s Chief Executive acts as the Electoral Registration Officer (ERO) and Returning Officer (RO), and in that role has legal powers to collect personal data for electoral purposes.  This means that the Chief Executive is the Data Controller for all personal data used by Electoral Services, and is registered with the Information Commissioner’s Office (ICO) as such. 

What information we collect hold and use 

We are legally required to collect certain information so we can determine if you are eligible to vote and to record you as a legitimate voter. This includes: 

• your name, address, nationality and date of birth 
• unique identifiers such as National Insurance number and signature (for checking absent votes) 
• the other occupants in your home 
• if you are over 76 years of age or 16/17 years of age 
• whether you have chosen to opt out of the open version of the electoral register which is available for the public to view (see further information below). 

We may also collect: 

• scanned application forms, documentary evidence and other correspondence we receive from you 
• your email address and/or telephone number 
• your previous or redirected address 

Staff working on elections 

We collect personal data for people employed as canvassers or election staff (poll clerks, presiding officers, etc.) to carry out election duties.  The RO will use this information to process your application to work at elections and to manage your employment (for example, your work assignment and payment).  For this purpose we may collect: 

• name, address and email 
• your mobile phone number, which we may share with other election staff (such as your polling station team on election day), to facilitate the running of the election 
• National Insurance number 
• proof of identity including right to work documentation 
• bank details 
• current employment details 

If you work for us during elections, we will share necessary details with our Payroll team and HMRC to ensure you are paid and that taxes are accounted for. 

We keep election staff data for six years after your last employment in an election. 

Election candidates 

Political parties and candidates are required to provide personal information when they wish to stand for election. Electoral law determines what data we have to request and how long we retain it. 

Where we get your information from 

You provide your information to us directly. 

It is a legal requirement to provide your personal information to the ERO when asked.  You are not legally required to vote, but you are required to be registered if you are eligible. 

How we use this information 

We use this information to: 

• undertake our statutory obligation to ensure that all eligible persons in the London Borough of Islington are registered to vote 
• to enable eligible persons to stand as candidates in elections in accordance with statutory requirements 
• enable all registered electors to participate as voters in elections and referendums. 

We will specifically use personal information on the Electoral Register to: 

• conduct an annual canvass of all households to establish all eligible persons who are entitled to be registered. 
• produce poll cards and postal ballot packs. 

Our legal reasons for processing (using) your data 

Under UK General Data Protection Regulations (UK GDPR), the Data Protection Act 2018 (DPA 2018) and the Data Use and Access Act 2025 (DUAA 2025) we use your data because: 

• it’s our legal obligation (the law says we must) 
• we are doing something in the public interest or as part of our official duties (public task) 
• to fulfill a contract which you have requested to enter into. 

We understand that some of the personal data we collect (for example, your nationality or a candidate’s political affiliation) is considered sensitive special category data. We only collect and use this when it’s necessary and allowed by law. In practice, this means we rely on the specific rules in data protection law that permit processing for substantial public interest reasons – for example, UK GDPR Article 9(2)(g) – because maintaining the electoral register and running elections are tasks carried out in the public interest and required by law. 

Other laws that apply to our services 

We follow all laws that govern elections and electoral registration. Key legislation includes: 

• Local Government Act 1972 
• Representation of the People Act 1983 
• Electoral Administration Act 2006 
• Electoral Registration and Administration Act 2013 
• Representation of the People (England and Wales) Regulations 2001 
• Representation of the People (England and Wales) (Amendment) Regulations 2002 and 2006 
• Representation of the People (England and Wales) (Amendment) (No 2) 2006 
• Local Elections (Principal Areas) Rules 2006 
• Local Authorities (Mayoral Elections) (England and Wales) Regulations 2007 
• Greater London Authority Elections Rules 2007 
• The Local Authorities (Mayoral Elections) (England and Wales) (Amendment) Regulations 2011 
• The Local Elections (Principal Areas) (England and Wales) (Amendment) Rules 2011  
• Greater London Authority Elections (Amendment) Rules 2012 
• Neighbourhood Planning (Referendums) Regulations 2012 
• The Representation of the People (Annual Canvass) (Amendment) Regulations 2019 
• Elections Act 2022 

Who we share your information with 

The information you provide is held in electoral registers which are managed by the ERO. We keep two registers: the full electoral register and the open (edited) register. The full register is published once a year and is updated every month.  It can only be supplied to the following people and organisations for other limited purposes specified in law such as detecting crime (e.g. fraud), calling people for jury service, and checking credit applications: 

• British Library 
• UK Statistics Authority 
• Electoral Commission 
• Boundary Commission for England 
• Jury Summoning Bureau 
• Elected Representatives (MP, Local Councillors) 
• Police and Crime Commissioner 
• Candidates standing for elections 
• Local and National Political Parties and Registered Campaigners 
• Islington Council 
• Parish and Community councils 
• Police Forces and the National Crime Agency 
• Public Library or local authority archive services 
• Government departments or bodies 
• Credit Reference Agencies 
• National Fraud Initiative 
• Partner Electoral Registration and Returning Officers 

It is a crime for anyone who has a copy of the full register to pass information from this register on to others, if they do not have a lawful reason. 

We also share your information with our software providers and printers.  They will only store or use your information to carry out duties of electoral registration and elections on our instructions. They won’t use it for any other reasons, and they are contractually obliged to look after it in the same way we would. View our software providers privacy information and view our printers’ privacy information. 

To verify your identity, the data you provide will be processed by the Individual Electoral Registration Digital Service (IERDS) managed by the Cabinet Office. As part of this process your data will be shared with the Department of Work and Pensions (view the DWPs their privacy information) and the Cabinet Office suppliers that are data processors for the IERDS. Find out more information about this. 

How we store your data 

The Full Register 

The Full Register contains personal data (name and address only) on all registered electors. Anyone can inspect the full electoral register under supervision. They can take extracts from the register, but only by handwritten notes. Information taken must not be used for direct marketing purposes, unless it has been published in the open version of the register. Anyone who fails to observe these conditions is committing a criminal offence and may be charged a penalty of up to £5,000. 

The Open Register 

The Open Register contains the same information as the full register but is not used for elections or referendums. It is possible to opt-out of the Open Register. It is updated and published every month and can be sold to any person, organisation or company for a wide range of purposes. It is used by businesses and charities for checking names and address details; users of the register include direct marketing firms and also online directory firms. 

You can choose whether or not to have your personal details included in the open version of the register; however, they will be included unless you ask for them to be removed. Removing your details from the open register will not affect your right to vote.  

If you are concerned that having your name or address on the electoral register may affect your safety, there could be other options available to you, such as anonymous registration. In certain limited circumstances, you can register without your name and address showing on the register. 

Most voter registration data is kept while you remain a registered elector and for a set period thereafter as required by law. To find out how long we keep your data check our main privacy notice and retention schedule. 

Your individual rights 

You have rights over your personal data. For more details see our main privacy notice and the page about your individual rights. 

Further information 

If you have any questions or concerns about the collection, use or disclosure of your personal information, the electoral register, the ERO and or the RO please contact us: 

Electoral Services 
Town Hall 
Upper Street 
London 
N1 2UD 

Complaints 

If you are unhappy with how we use your data please see the council’s main privacy notice to find out how to make a complaint.