All houses in multiple occupation (HMOs) must have a special responsible officer (SRO). This officer acts as a contact point for the electoral registration officer.
The electoral registration officer may contact the SRO to request information about people living at the property.
Who can be a special responsible officer
A responsible person is someone who:
- Lawfully holds or has access to information about residents at the property
- Can lawfully share this information with the electoral registration officer
This information relates to people who live at the property and are eligible to register to vote.
Contacting HMO licence holders
In April 2026, we will contact HMO licence holders. We will ask if they are willing to act as a special responsible officer for any property they hold an HMO licence for.
Responsibilities as an SRO
By agreeing to act as a special responsible officer, you agree to:
- Respond to all correspondence we send to you each year
- Provide accurate information when requested
Information required during the annual canvass
During the canvass, we will ask you to provide the following information for each resident:
- First name and surname
- Full address where they are currently living
- Nationality, if known
How to confirm you can act as an SRO
If you can act as the responsible person for your HMO-licensed property, please email:
Include the following details in your email:
- Your full name
- Your email address
- Your contact number
- Confirmation that you accept the responsible officer duties
Please respond by Friday 8 May 2026.
Frequently asked questions
Can a tenant be the Special Responsible Person?
If the tenant is not likely to change, and they can lawfully obtain information for all the residents in the property.
Can I share this information while complying with GDPR?
The Electoral Registration Officer is a statutory post holder and, as a data controller, is registered with the Information Commissioner’s Officer (ICO).
The requested information complies with current data protection legislation and principles in that the information requested is based on the appropriate lawful basis, falling under a ‘public task’, in that:
Section 9 of the Representation of the People Act (1983) sets out the requirement of the ERO to maintain the electoral registers, and Regulation 23 of the Representation of the People Regulations (2001) additionally gives the ERO the legal authority and entitlement to require a person to provide the relevant information for the purpose of maintaining the register.
How will this data be used?
All residents will receive an invitation to register. They can then choose to register or inform us of a reason why they cannot register, such as not holding an eligible nationality.
What if my tenants do not wish to be on the electoral register?
It is a legal requirement for everyone who is eligible to register to do so. If residents are concerned about their safety, they can reach out to our team, who can accommodate.
What if I house vulnerable people in my HMO property?
It is a legal requirement for everyone who is eligible to register to do so. If residents require extra assistance to fill out forms or further guidance, they can visit our accessibility website: Elections - Warwick District Council. and we can add them to an accessibility alert list to ensure they receive communications that are suitable.