Privacy Notice - Electoral Services

For the purposes of Data Protection legislation, the Data Controller for electoral data at Test Valley Council is:-

  • The Electoral Registration Officer (for registration data); and
  • The Returning Officer (for election data)


The Electoral Registration Officer/Returning Officer will only process your information where it is lawful to do so.  The lawful basis for processing your information for entry on the Register of Electors is on the basis that processing is necessary for the performance of a task carried out in the public interest and in the exercise of official authority vested in the Council.


The categories of information the Council will process may include the following:

  1. Basic details about you such as name, address, date of birth,signature  and nationality.
  2. Unique identifiers such as your National Insurance Number
  3. Scanned application forms and relevant correspondence.
  4. Notes about relevant circumstances you have told us about.
  5. Details and records about the service you have received.
  6. Your previous and any redirected addresses.
  7. If you are over the age of 76 or if you are 16 or 17
  8. Whether you have chosen to opt out of the Open Register.
  9. When making an application for a Voter Authority Certificate the following additional information may be processed:
    photograph, required technical data such as IP address (if application is made online), phone number (optional), e-mail address (optional), Cookie/behavioural tracking data, health and disability data (relating to reasons a photograph cannot be provided) and religious affiliation (in relation to head coverings).


Where we process information including information about ethnicity, race, health, political opinion, religious or philosophical beliefs, trade union membership or sexual orientation (‘special categories’ of personal data) in this context the legal basis for that processing will be ‘substantial public interest’.  Where the processing of information is on the basis of a statutory requirement such as this and you fail to provide personal information or refuse to provide information to the Council, then we may be unable to provide you with the services or assistance you require. 


The information the Council holds about you may be shared with third parties where it is lawful for us to do so, which includes credit reference agencies, the Department of Work and Pensions, our external printers FDM and a company called CES who process data for telephone and internet registration.   

At parliamentary elections where the Test Valley Borough Council area crosses into North West Hampshire and Romsey and Southampton North Parliamentary Constituencies, your data would be shared with Southampton City Council, Basingstoke and Deane Borough Council and Eastleigh Borough Council in order to administer these polls. 

A list of all entities entitled to see a full copy of the electoral register can be seen at the following location:

The Council also has contracts with a number of third-party service providers that support the day-to-day operation of our services.


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 here:


Your name and address will be retained permanently.  Other personal information you have provided will be stored for 2 years after the end of the current registration period and will then be deleted.  You have a legal right to request from the Council access to and rectification or erasure of personal data or restriction of processing about you or to object to processing.  You also have the right to portability of your data (where processing is based on consent, a contract or is carried out by automated means). The Council will only process your information for the purposes for which the information is collected. The Council will not transfer your personal information outside of the European Economic Area (EEA).


In the event that you wish to complain or contact the Electoral Registration Officer or Returning Officer regarding any aspects of how your information is handled please direct your complaints or queries to or Electoral Services, Test Valley Borough Council, Weyhill Road, Andover, SP10 3AJ.  You also have the right to complain to the Information Commissioner