FOI Request - Electoral Register

Request 101000282939

1. Does the council maintain a list of employees that have access to the Full Electoral Register?

2. Approximately how many council staff have access to the Full Register?

3. Are employees that have access to the Full Electoral Register required to sign any written undertakings in relation to the employees' use of the Full Electoral Register?

If so please enclose a copy of the draft undertakings.

If there are no such employee undertakings, how does the council ensure that employees only use the Full Register for legal purposes?

4. Are logs maintained of each search of the Full Electoral Register that is made by each employee?

5. In the last 12 months have any audits been made to check that searches made by employees of the Full Electoral Register were made in accordance with the relevant regulations?

6. For what purposes is the Full Electoral Register used by the council?

For each purpose below please mark either Y(Yes) or N(No)  to indicate whether the Full Electoral Register is used by the council in that way.

Checking applications to rent council property
Tracing residents for littering offences
Checking whether a person lives in a certain borough to assess eligibility for services
Resolving returned mail
Sending residents non-political information leaflets and mail such as council newsletters
Tracing people to collect council tax
Checking single person occupancy
Assessing other benefit entitlements
Tracing people to collect business rates debts
Tracing people in relation to housing benefit over-payment
Checking residency for parking permit applications
Tracing people who owe parking fines
Tracing people who owe other debts
Legal disputes
Checking residency of trading standards complainants
Tracing traders suspected

Response 03-10-2014

1.  Yes

2.  10

3.  No

N/A

Access is restricted only to a small number of officers who use the data for permitted purposes

4.  There is no one log of the searches of the Full electoral register. If the employee in the course of his/her work makes a search and uses the information as part of their investigation they will mention this search on their paperwork records.

5.  No

6.  The full Electoral Register is used only for purposes permitted by legislation; for electoral purposes, for the administration of council tax and housing benefits and in connection with the National Fraud Initiative

For each purpose below please mark either Y(Yes) or N(No)  to indicate whether the Full Electoral Register is used by the council in that way.

  • Checking applications to rent council property N
  • Tracing residents for littering offences  N
  • Checking whether a person lives in a certain borough to assess eligibility for services N
  • Resolving returned mail N
  • Sending residents non-political information leaflets and mail such as council newsletters N
  • Tracing people to collect council tax N
  • Checking single person occupancy Y
  • Assessing other benefit entitlements Y
  • Tracing people to collect business rates debts N
  • Tracing people in relation to housing benefit over-payment N
  • Checking residency for parking permit applications N
  • Tracing people who owe parking fines N
  • Tracing people who owe other debts N
  • Legal disputes N
  • Checking residency of trading standards complainants N
  • Tracing traders suspected N

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