ANNEX
D
Current provisions for supply and sale
of the register of electors
(representation of the People Regulations 1986)
Copying
Copying "published" documents (regulation
8)
1. Where a document is available for inspection,
anyone can make a copy, whether in handwriting or by other means,
of the whole or any part of such document.
Draft register
Supply of electors list/draft register (and overseas
electors list) free of charge on request (regulation 36)
2. 4 copies of the draft register (and overseas electors
list) which relate to a constituency must be supplied to anyone
who satisfies the ERO they are required in connection with a prospective
candidature at a parliamentary election for that constituency
(though not more than one person per candidature may be supplied).
Sale of electors lists/draft register (regulation
54)
3. The ERO is required to sell spare copies of draft
register at a rate of 25p per 1,000 names to a person supplied
under regulation 36, a returning officer or local authority; and
£2.50 per 1,000 names to any other person. Here, "local
authority" refers to councils from county to parish level,
but does not include other public bodies like police authorities.
The same rates apply to copies of the overseas electors list,
except that the rate is per hundred names.
Absent voters list
Supply of absent voters list (regulation 74)
4. On request, the ERO supplies a free copy of the
absent voters list and list of proxies entitled to vote by post,
to each candidate at an election, or their election agent. He
is also required to supply a copy to the ARO. There is no provision
for the sale of these lists.
Register of electors
Supply of register free of charge on request (regulation
53)
5. The ERO is required to supply free copies of the
register as follows:
(i) as many copies of register to the
ARO at a parliamentary or European Parliamentary election as the
ARO needs
(ii) on request two copies relating
to the constituency to each candidate at a parliamentary or European
Parliamentary election, or his election agent
(iii) on request four copies for the
constituency to anyone who satisfies the ERO they require them
for candidature at a parliamentary election (but not more than
one person per candidature)
(iv) on request a copy of register
(and overseas electors list) to the MP and MEP for relevant constituency
(v) a copy of the register (and overseas
electors list) to Secretary of State (held by Office for National
Statistics) and British Library
(vi) a copy of register relating to
electoral divisions of a non-metropolitan county in England to
returning officer for the county.
(vii) on request a copy of register
for an electoral area to every councillor for that area and each
candidate at a local government election, or his election agent
(viii) on request of parish/community
council a copy of register for the council's area
NB The ERO is also required to supply the number
of copies of the register designated by Lord Chancellor for purpose
of summoning jurors under section 3(1) of the Juries Act 1974
(each copy excluding those electors less than 18 or more than
70).
SALE OF
REGISTER (REGULATION
54)
6. A person supplied with a copy of the register
under regulation 53, or a returning officer or local authority
is entitled to buy further copies at rate of 25p per 1,000 names,
provided the ERO has spare copies. For anyone else rate is £2.50
per 1,000. The ERO is also required to sell the register on publication,
at the appropriate fee, to anyone who ordered copies before 1
November in the previous year.
Data version of register
Supply of data (regulation 55)
7. There is no provision for the supply of data free
of charge. However, the ERO who is a data user is required to
sell copies of the relevant part of the register in data form
to anyone entitled to a free copy of the register under regulation
53. The fee is £1.80 per 1,000 names, subject to a minimum
charge of £30. In addition, the ERO, may supply data to any
other person, at a rate of £18 per 1,000 names.
Register in data form
8. Information which may be supplied as data consists
of the names of those on the register, their addresses, electoral
numbers and any distinguishing letter. However, except when supplying
data to the returning officer, the ERO is prohibited from supplying
data which is not required under the 1983 Act to be published
(such as the addresses of service voters, voluntary patients and
overseas electors). Those who obtain such data must be registered
as data users under the Data Protection Act 1984 (this must include
the purpose for which the data is to be used). Finally, the ERO
is obliged to supply data in the form in which he holds it. The
recipient must undertake any conversion required.
Data Protection Act 1984
9. The 1984 Act does not cover statutorily published
information and therefore the information in the electoral register
held in data form by the ERO is exempt from its provisions. However,
the Act does apply to anyone who purchases the data, and such
persons or organisations must conform to the statutory requirements
laid out in the Act, or risk facing prosecution.
Supply of labels (regulation 56)
10. An ERO who is a data user also has discretionary
power to supply labels with the name and address of electors.
A person entitled to a free copy of the register under regulation
53 may be supplied with labels at a rate of £12 per 1,000,
for the relevant part of the register. ERO may also sell labels
to any other person at higher rate of £25 per 1,000.
NB. 1. The rates for the sale of register information
were last uprated by the Representation of the People (Amendment)
Regulations 1990.
2. When the ERO sells the register, electors
lists or data, VAT is not payable.
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