Paragraph 18 Records and lists kept under articles 6, 8 and 10I1

England and Wales

(1)

Any of the persons listed in sub-paragraph (2) entitled to copies of the full register in accordance with the provisions of regulations 103, 105, 106 and 108 of the 2001 Regulations^f1, are also entitled, subject to this paragraph and paragraph 19, to request that the registration officer supply free of charge the relevant parts, within the meaning of the 2001 Regulations, of a copy of any information which the registration officer keeps in—

(a)

the current version of the information which would, in the event of a particular Senedd election, be included in the postal voters list, the list of proxies or the proxy postal voters list which the registration officer is required to keep under article 8 or 10(8);

(b)

the current or final version of the postal voters list, the list of proxies or the proxy postal voters list kept under article 8 or 10(8).

(2)

The persons are—

(a)

each member of the Senedd for any constituency wholly or partly within the registration area,

(b)

an individual candidate or the candidate’s agent,

(c)

a party list candidate or the election agent for a registered political party standing nominated, or

(d)

any person nominated to act for the purposes of this paragraph by the registered nominating officer of a registered political party, provided that not more than one person may be nominated in respect of the same registered political party and registration area.

(3)

A request under sub-paragraph (1) must be made in writing and specify—

(a)

which records or lists, or the relevant parts of such records or lists, are requested,

(b)

whether the request is made only in respect of current lists or whether it includes a request for the supply of any final list, and

(c)

whether a printed copy of the records or lists is requested or a copy in data form.

(4)

A person who obtains a copy of a list under this paragraph may use it only for the permitted purposes specified in paragraph 19, and subject to any restrictions—

(a)

specified in that paragraph, or

(b)

which would apply to the use of the full register under whichever of regulations 103, 105, 106 and 108 of the 2001 Regulations entitled that person to obtain that document.

(5)

The registration officer must supply a current copy of relevant information requested under sub-paragraph (1)(a) or (b) as soon as practicable after receipt of a request that has been made correctly.

(6)

The registration officer must supply a final copy of the postal voters list kept under article 8(1) and (2) as soon as practicable after 5.00 p.m. on the eleventh day before the date of the poll, in response to a request that has been duly made under sub-paragraph (1).

(7)

As soon as practicable after 5.00 p.m. on the sixth day before the date of the poll, the registration officer must—

(a)

make a copy of the lists kept under articles 8 and 10(8) available for inspection at the registration officer’s office in accordance with sub-paragraphs (11) to (16), and

(b)

supply a final copy of the postal voters list or the list of proxies in response to every request that has been duly made under sub-paragraph (1).

(8)

The registration officer must supply a final copy of the list of proxies kept under article 8(1) and (3), updated to include any additions to those lists made in consequence of any applications granted in accordance with paragraph 9, as soon as practicable after 5.00 p.m. on the date of the poll, to every person who received that list in accordance with sub-paragraph (7)(b).

(9)

Any person who has obtained or is entitled to obtain a copy of information covered by sub-paragraph (1) may—

(a)

supply a copy of the information to a processor for the purpose of processing the information, or

(b)

procure that a processor processes and supplies to that person any copy of the information which the processor has obtained under this paragraph,

for use in respect of the purposes for which that person is entitled to obtain such information.

(10)

The provisions contained in paragraphs (2), (3) and (9) of regulation 92 of the 2001 Regulations^f2 apply to the supply and processing of information or lists supplied under this paragraph as they apply to the supply and processing of the full register.

(11)

Any person is entitled to request that the registration officer make available for inspection a copy of any information specified in sub-paragraph (1).

(12)

A request under sub-paragraph (11) must be made in writing and must specify—

(a)

the information, or relevant parts of the information, requested;

(b)

whether the request is made only in respect of the current lists or whether it includes a request for the inspection of any final list;

(c)

who will be inspecting the information;

(d)

the date on which the inspection of the information is to take place;

(e)

whether the inspection is to take printed or data form.

(13)

The registration officer must make a copy of the information available for inspection under supervision as soon as practicable after the date of receipt of a request that has been duly made.

(14)

Where inspection takes place by providing a copy of the information on a computer screen or otherwise in data form, the registration officer must ensure that the manner in, and equipment on, which that copy is provided do not permit any person consulting that copy to—

(a)

search it by electronic means by reference to the name of any person, or

(b)

copy or transmit any part of that copy by electronic, or any other means.

(15)

A person who inspects a copy of the information, whether a printed copy or in data form, may not—

(a)

make copies of any part of it, nor

(b)

record any particulars in it,

otherwise than by means of hand-written notes.

(16)

Subject to any direction by the Welsh Ministers under section 52(1) of the 1983 Act^f3, any duty on a registration officer to supply a copy or make information available for inspection under this paragraph, imposes only a duty to provide that information in the form in which the registration officer holds it.

(17)

For the purposes of this paragraph—

(a)

a “current copy” of records or lists is a copy of the records or lists as kept by the registration officer at 9.00 a.m. on the date it is supplied, and

(b)

any period of days must be calculated in accordance with paragraph 11(7).

(18)

The registration officer must ensure that where information covered by sub-paragraph (1)(a) is supplied or disclosed in accordance with this paragraph, the registration officer does not supply or disclose any record relating to—

(a)

a person who has an anonymous entry, or

(b)

the proxy of a person who has an anonymous entry.

Annotations

Commencement

I1: Sch. 1 para. 18 in force at 18.7.2025, see art. 1(2)

Footnotes

f1: S.I. 2001/341. Regulations 103, 105, 106 and 108 were added by S.I. 2002/1871. Regulations 103 and 108 were subsequently amended by S.I. 2018/1310 (as amended by regulation 2(2) of S.I. 2019/1389).
f2: Regulation 92 was added by S.I. 2002/1871. Paragraph (2) of regulation 92 was subsequently amended by paragraph 258 of Schedule 19 to the Data Protection Act 2018 (c. 12) and S.I. 2019/419. Other amendments have been made to regulation 92 that are not relevant here.
f3: Section 52(1) was amended by paragraph 12 of Schedule 4 to the Representation of the People Act 1985 (c. 50). The functions of the Secretary of State, insofar as they are exercisable within devolved competence, were transferred to the Welsh Ministers by article 45 of, and paragraph 1 of Schedule 1 to, the Welsh Ministers (Transfer of Functions) Order 2018 (S.I. 2018/644).