Privacy Notice – Canvass Reform

Under Regulation 26 of the Representation of the People Regulations 2001 and the Representation of the People Act 1983. The Electoral Registration Officer (ERO) is a data controller who collects personal information from you in order to compile the register of electors.

Then ERO has a statutory duty to maintain a complete and accurate electoral register throughout the year. The annual canvass is an integral part of the year round registration process.

National reforms to the annual registration process are being implemented by the Government in 2020. Finding new electors throughout the year and consistently maintaining the accuracy of the register (i.e. completing deletions throughout the year) is instrumental to the successful implementation of the national reforms.

This privacy notice is ancillary to the Electoral Registration Privacy Notice
Processing Activity – the ERO in preparing for the 2020 national reforms has been confirming:

The names and addresses or 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 are no longer entitled to be registered at a particular address (usually because they have moved).

In general terms:

(a) The ERO processes personal information relating to data matching of the information held on the register of electors or attainers (i.e. including 16-17 year olds) against:

  • A national database – the Department of Work and Pensions’ Customer Information System (DWP CIS); and
  • Local datasets- such as council tax and housing benefit records and any other dataset held by Burnley Borough Council

(b) The ERO conducts canvass communications (written and 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 addresses and unique property reference number (where available))against the DWP CIS database;
  • Matching the name and string address as 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 (as required)
  • Previous names
  • Email address
  • Telephone contact details

Lawful Basis1 – the lawful basis for processing your personal information:

  • To comply with legal obligation(s) under the Juries Act 1974;
  • To comply with legal obligation(s) under the Representation of the People Act 1983;
  • To comply with legal obligation(s) under the Representation of the People Regulations 2001;
  • To comply with legal obligation(s) under the Electoral Registration and Administration Act 2013;
  • For the performance of a public task which has a clear basis in law (see above) or in the exercise of official authority vested in the ERO as a 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 the 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 Service

Right to Object where processing your personal information is required for the performance of a public interest task (see above), you have the right to object on ‘grounds relating to your personal situation’. The ERO will have to demonstrate why it is appropriate to continue to use your personal data. You can object to the processing of your email or telephone contact details but not to the use of your name and home address, which is required by law for the purpose of maintaining the electoral register.

You can withdraw consent at any time to the use of your email and/or telephone contact details.

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

How Long Will You Keep This Data For And Why?

The Electoral Registration Officer and Returning Officer are obliged to process your personal data in relation to preparing for and conducting elections. Your details will be kept and updated in accordance with our legal obligations and in line with statutory retention periods.

For further details on your rights please refer to the Electoral Registration Privacy Notice

1 Note 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

How Will My Information Be Stored?

The information is stored on the Electoral Management System, supplied by Civica Group Ltd.

To ask any further questions about how your information is used or to request a copy of your data, please contact the Council’s Electoral Services Team on 01282 477261. Alternatively, you can email them at