Thanks for the info. Can you help:-
1. At present I am down to two notifications but the (Assessors - ERO) are
included in that. I therefore take it, that when the current notification
expires I have then to make a separate notification for the ERO.
2. As a local authority we are registered for crime prevention/detection of
fraud (mainly in relation to Council Tax - fraud, arrears etc. I gather
from your e-mail that the ERO cannot go through their database and give
information to the Council, although I believe the Council do have a copy of
the electoral roll anyway but as canvassers only go round to obtain this
information once a year the information could therefore be deemed not to be
"accurate" and would therefore not be worth going through it in a searchable
form.
It gets ever so confusing - help?
Doreen
> -----Original Message-----
> From: [log in to unmask] [SMTP:[log in to unmask]]
> Sent: 18 April 2000 09:58
> To: [log in to unmask]
> Cc: [log in to unmask]
> Subject: Re: Electoral Roll access
>
> [log in to unmask] wrote:
>
> >Could someone please provide some guidance with regard to the following:
>
> >As a Local Authority we collect data for the Electoral Roll as a
> statutory
> >requirement - a use for which we (the Authority) are registered. At
> present
> >the Electoral Roll is a public document in printed format, it is also
> >available for purchase (a person will be able to opt out of the "for
> sale"
> >register by 2001).
>
> >How should I go about creating a procedure for access to the electronic
> >version of the Electoral Roll internally (e.g. is unrestricted access an
> >option as it is a public document?). Secondly, what should the procedure
> be
> >for external requests for mailing labels from the system (i.e. is simply
> >changing the recipient to "The Occupier" acceptable?)
>
> Our View:
> The council is not the data user (controller under the new Act) the
> Electoral
> Registration Officer (ERO) has complete control over the collected data.
>
> He/she must ensure the data are ONLY used in accordance with the
> requirements
> of the Representation of People's Act (RPA) - i.e. made available for
> inspection and sold to those who order it at the right time of year (and
> apparently spare copies can also be sold).
>
> If the ERO exceeds these legal restrictions, perhaps by making it
> available
> to council departments in a searchable form, the data are no longer part
> of a
> "public document" and no longer used for the registered purpose. The new
> purposes must be registered by the council (e.g. debt collection, person
> tracing, fraud prevention) with the appropriate sources registered AND the
>
> data subjects must be made aware of these new purposes - positive consent
> may
> be required for some of these secondary purposes.
>
> When the RPA is changed it will require two separate registers - a full
> one
> and one that excludes those people who opt out - let's call it the "for
> sale"
> register. Councils will, as I understand it, be able to use the full list
>
> for certain limited purposes but any sale of the register or use by the
> council for junk mailing (even excluding named individuals) could only be
> the
> "for sale" version.
>
> Hope this helps
>
> Ian Buckland
> MD
> Keep IT Legal Ltd
>
> Please Note: The information contained in this document does not replace
> or
> negate the need for proper legal advice and/or representation. It is
> essential that you do not rely upon any advice given without contacting
> your
> solicitor. If you need further explanation of any points raised please
> contact Keep I.T. Legal Ltd at the address below:
>
> 55 Curbar Curve
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