Running electoral registration - Scotland

Data stored in the EROP will be encrypted and each ERO will have their own secure area. Before access is given to the EROP the user must read and sign an Access User Policy (AUP) and the ERO must agree on a Data Sharing Agreement.  

When you process applications for a Voter Authority Certificate or Anonymous Elector’s Document you are processing individuals’ personal data for the performance of a public task. In line with data protection legislation, applicants will not have the right to erase their personal data provided in relation to an application for a Voter Authority Certificate or Anonymous Elector’s Document. For more information, see our guidance on data protection considerations.

Retention of relevant documents and information on granted applications

You must retain the following relevant documents and information relating to approved applications for a retention period of 28 working days beginning with the date the application was approved: 1

• paper application forms or, in the case of an application made through the digital service, the information contained in the application 
• any other information or documents provided to you in connection with the application 
• the copies of any of the original documents returned to the applicant

Your document retention policy should include how you will store these documents for the 28 working day retention period. You will need to ensure that the information relating to Anonymous Elector’s Documents is stored securely. More information on document retention can be found in our guidance on data protection considerations.

Retention of relevant documents and information on refused applications

You must retain the following relevant documents and information relating to applications refused for a retention period of 12 months beginning with the date the application was refused:2

• paper application forms or, in the case of an application made through the digital service, the information contained in the application 
• any other information or documents provided to you in connection with the application 
• the copies of any of original documents returned to the applicant 

Removing information from the issued document record

There are three statutory retention periods for the information held on the issued document records for Voter Authority Certificates and Anonymous Elector’s Documents.

First retention period

The first retention period3 differs for the record of issued Voter Authority Certificates and the record of issued Anonymous Elector’s Documents:

• for a Voter Authority Certificate, the retention period begins with the date on which the entry is made in the record and ends 28 working days after the date it was issued 
• for an Anonymous Elector’s Document, the retention period begins with the date on which the entry is made in the record and ends 15 months after the date it was issued

At the end of the first retention period, you must delete the following information relating to the applicants from the records:

• the address where the applicant is or will be registered
• if the applicant is a service voter, overseas elector or registered using a declaration of local connection, their present address 
• any indication given that the applicant needs to collect their Voter Authority Certificate or Anonymous Elector’s Document, and the reason why
• any indication given as to whether the applicant required a Braille, easy read or large print explanation of the Voter Authority Certificate or Anonymous Elector’s Document to be issued
• any email address or telephone number provided

Second retention period

The second retention period4 applies only to the record of issued Voter Authority Certificates. It covers the period beginning with the date on which the entry is made in the record and ending on the second 1 July following the date the Voter Authority Certificate was issued.

At the end of the second retention period, you must delete the following information relating to the applicants from the record of issued Voter Authority Certificates:

• an indication of whether a temporary Voter Authority Certificate was also issued

The remaining data will be retained for up to 10 years to allow any formal investigations by police to take place (for example, if a suspected forged document is found).

Third retention period

The third retention period5 applies to the issued document records for both Voter Authority Certificates and Anonymous Elector’s Documents. It is the period beginning with the date on which the entry is made and ending on the tenth 1 July following the date of issue for the Anonymous Elector’s Document or Voter Authority Certificate to which the entry relates.

At the end of the third retention period, you must delete the entire entry from the records.

Your document retention policy should explain how you will store these documents for the 28 working day retention period. You will need to ensure that the information relating to Anonymous Elector’s Documents will be stored securely. More information on document retention can be found in our guidance on data protection considerations.