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Privacy Notice - Registrars

Stockton‐on‐Tees Borough Council's Superintendent Registrar is a registered data controller and as a Register Office we collect and use information personal to you in accordance with data protection legislation.

The Registrar General for England and Wales is a joint data controller for birth, marriage, death and civil partnership registrations and can be contacted at the General Register Office, Trafalgar Road, Southport, PR8 2HH. Telephone number 0300 1231837.

This outlines what you can expect from us when you provide us with your personal information.

Why are we asking for your information and how will we use the information about you?

Personal information collected from you in order to register an event is required by law. The main legislation which governs the collection of registration information is the Births and Deaths Registration Act 1953, the Marriage Act 1949 and the Civil Partnership Act 2004. You may be legally obliged by these acts, and other pieces of legislation, to provide certain pieces of information. If you fail to provide information you are required to give us you may, amongst other things, be liable to a fine, or we may not be able to provide the service you are applying for, such as a marriage or a civil partnership.

Personal information may also be collected from you if you are to make an application to this Office, for example for a certificate or to correct information contained in a register entry.

The information you provide will be held and processed by registration officers for this registration district.

 

What personal information do we hold about you?

Other organisations may share your personal information with us for the purpose of service delivery or because they are legally required to do so. An example of this would be when the Health Authority sends details of all births in the Borough, which will include personal information such as name, address and date of birth of the mother, as well as the child.

We are also provided with and hold what is known as special category data which includes health data. For example, information relating to the cause of death may be shared with the Coroner if the cause of death is considered suspicious.

 

Who will use your information?

Registration information held at this Office may be shared with other organisations in the course of carrying out our functions, or to enable others to perform theirs.

We will only share information where there is a lawful basis to do so for the following reasons:

  1. statistical or research purposes
  2. administrative purposes by official bodies e.g. ensuring their records are up‐to‐date in order to provide services to the public
  3. fraud prevention or detection, immigration and passport purposes

Further information on data held by the registration service and a full list of the organisations with whom registration data is shared, the purpose and the lawful basis for sharing the data can be found at the bottom of this notice. Alternatively, officers at the Register Office will be able to provide the information, please contact 01642 527720.

Indexes for events registered at this Office are publicly available in order to help members of the public identify the registration record they might need. A copy of any register entry will be provided by this Office in accordance with the law, provided enough information is supplied to identify the entry concerned and pay the appropriate fee.

 

How long we will keep your personal information?

Registration information is retained indefinitely as required by law. More information can be found in the tables at the bottom of this notice.

 

How can you access or correct your personal information?

You have the right to request the following in relation to the personal information we hold. Subject to some legal exceptions, you have the right:

  • to have any inaccuracies corrected
  • to have your personal data erased
  • to place a restriction on our processing of your data
  • to object to processing; and
  • to request your data to be ported (data portability)

If you would to like to exercise any of the rights outlined above please contact the Information Governance Team. If you would like further information about your rights to your information, visit the Information Commissioner's Office.

You also have the right to request a copy of the personal information that the Council holds about you. 

If you have given your consent for us to use your personal information as part of the voluntary statistics (births and deaths) and wish to withdraw this consent.

 

Is your personal information processed overseas?

Your information will not be processed outside the European Union.

 

What happens if I don't provide you with my personal information?

You are required by law to provide this information in relation to births, deaths and marriages. If you do not provide us with the personal information we have requested, it may not be possible to deliver our services to you and you may face a financial penalty.

For more information about how this might affect you, contact the Information Governance Team:

If something goes wrong with your personal information or if you have any questions about how we use it, contact the Information Governance Team in the first instance. If you remain unhappy about the way in which we have handled your personal information and wish to complain, you can contact the Information Commissioner's Office.

 

List of processing activities for registrars, superintendent registrars and registration authorities

Collection of data

Data provider

Purpose

Information

Personal information

Statutory basis

Lawful basis

(under Article 6 GDPR)

*Qualified informant

Birth registration (including still birth)

  • Registration district and sub district of birth
  • Entry number, date and place of birth
  • Name and surname
  • Sex
  • Name, surname and occupation of father (if recorded)
  • Name, surname and occupation of mother
  • Usual address
  • Name, surname and usual address of the informant (if not the mother or father)
  • Date of registration
  • Name of registrar

Yes

S1 Births and Deaths Registration Act 1953

Regulation 7 Registration of Births and Deaths Regulations 1987

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

*Qualified informant

Birth registration

  • Age of mother
  • Age of father or parent (if registered)
  • No. of previous children
  • Date of marriage or civil partnership of parents (if appropriate)
  • Whether the mother had any marriage or civil partnership before that date

Yes, as linked to the birth registration

S1 Population Statistics Act 1938

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

*Qualified informant

Birth registration

  • Industry of employment and employment status

Yes, as linked to the birth registration

No provision

6 (e) public task

The right to have personal data erased does not apply

*Qualified informant

Death registration

  • Registration district and sub district of death
  • Entry number, date and place of death
  • Name, surname, maiden name (if applicable)
  • Sex
  • Occupation and usual address of the deceased
  • Date and place of birth of the deceased
  • Name, surname and usual address of the informant
  • Cause of death
  • Date of registration
  • Name of the registrar

Yes, in relation to informant's details

S15 Births and Deaths Registration Act 1953

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

*Qualified informant

Death registration

  • Condition of deceased (i.e. single, married etc)
  • Age of surviving spouse or civil partner (if any)

Yes, as linked to death registration which contains the informant's details

S1 Population Statistics Act 1938

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

*Qualified informant

Death registration

  • Length of stay in a communal establishment
  • Industry of employment and employment status of the deceased

Yes, as linked to death registration which contains the informant's details

No provision

6 (e) public task

The right to have personal data erased does not apply

*Qualified informant

Medical certificate of cause of death

  • Interval between onset of disease and death
  • Place of death and if in a hospital, the name of the consultant
  • Date last seen alive
  • Whether seen or not seen after death
  • Whether referred to the coroner and by whom
  • Whether additional medical details sought

Yes

S22 Births and Deaths Registration Act 1953

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

Party to a marriage

Marriage notice

  • Name and surname
  • Date of birth
  • Sex
  • Condition
  • Occupation
  • Address
  • Period of residence
  • Place of marriage
  • Nationality

Yes

S27 Marriage Act 1949

Regulation 4 Registration of Marriage Regulations 2015

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

Party to a marriage

Marriage registration

  • District of marriage Place of marriage
  • Entry number Date of marriage
  • Name and surname of parties to the marriage
  • Age, condition, rank or profession
  • Residence at the time of the marriage
  • Name, surname and rank or profession of each party's father
  • Signatures of both parties and their witnesses
  • Name of the person(s) who conducted, and registered the marriage

Yes

S53 Marriage Act 1949

Regulation 12

Registration of Marriage Regulations 2015

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

Party to a civil partnership

Civil partnership notice

  • Name and surname
  • Date of birth
  • Sex
  • Condition
  • Occupation
  • Address
  • Period of residence
  • Place of formation of civil partnership
  • Nationality

Yes

S8 Civil Partnership Act 2004

Regulation 3 Civil

Partnership (Registration Provisions) Regulations 2005

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

Party to a civil partnership                         

Civil partnership register

  • Registration Authority where the civil partnership was registered
  • Date and place of civil partnership registration
  • Name and surname of civil partners
  • Date of birth, sex, condition and occupation of the civil partners
  • Residence at the time of the civil partnership registration
  • Father's name, surname and occupation of each civil partner
  • Mother's name, surname and occupation of each civil partner
  • Signatures of civil partners
  • Name and surname of witnesses
  • Signature of civil partnership registrar

Yes

S2 Civil Partnership Act 2004

Regulation 11 Civil Partnership (Registration Provisions) Regulations 2005

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

*A qualified informant is a person permitted in law to register a birth, death or still-birth

Sharing of registration information

Civil Registration Services

Recipient

 

Purpose

Information

Personal information       

Statutory provision

Lawful basis

(Under Article 6 GDPR)

Applicant           
for a               
certificate                        

To obtain a certified copy
of a birth, death, marriage
or civil partnership entry

Where the applicant can identify the relevantentry and pay the fee, all the information 
contained in a birth, death or marriage entry; name, surname and date of birth for 
a short certificate; full details from a civil
partnership entry where the applicant can 
provide the address of the civil partners; all
information excluding address of the civil
partners where the applicant cannot provide it.

Yes

S31 and S33 Births and
Deaths Registration Act 1953

S64 Marriage Act

Regulation 15 Civil partnership (Registration provisions)
Regulations 2005

6 (c) legal obligation

The rights to object to
processing of personal
data or have personal
data erased do not apply

Superintendent
Registrar                                                

To certify registration 
records

Quarterly returns of births (including still- births) and death registrations from registrars

Yes

S26 Births and Deaths

Registration Act 1953

6 (c) legal obligation

The rights to object to processing of personal data or have personal
data erased do not apply

Superintendent 
Registrar

To certify registration
records

Quarterly returns of marriage registrations from everyone required to register marriages

Yes

S57 Marriage Act 1949

6 (c) legal obligation

The rights to object to processing of personal data or have personal
data erased do not apply

Registrar 
General

To compile and maintain a central record of registration events

Certified copies of birth (including still births) and death registrations from superintendent registrars

Yes

27 Births and Deaths

Registration Act 1953

6 (c) legal obligation

The rights to object to processing
of personal data or have personal
data erased do not apply

Registrar 
General

To support UK Statistics

Authority requirement to produce statistical information

Birth, still-birth and death confidential particulars
to be collected by the RG

Yes

S2 Population (Statistics)

Act 1938

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

Registrar
General

To support UK Statistics

Authority requirement to produce statistical information

Birth, still-birth and death voluntary particulars

Yes

No provision

6 (e) public task

The right to have personal data erased
does not apply

Registrar
General

To support UK Statistics

Authority requirement to produce statistical information

Medical Certificate of Cause of Death additional information

Yes

Regulation 11 The

Registration of Births

Deaths and Marriages Regulations 1968

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

Registrar
General

To compile and maintain a central record of registration events

Certified copies of marriage registrations from superintendent registrars

Yes

S58 Marriage Act 1949

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

Registrar
General

To report an offence or suspicion
of an offence

Forged documents

Yes

Regulation 72(1)(b) of the

Registration of Births and

Deaths  Regulations 1987

(births and deaths)

Regulation 23(1) of the Registration of Marriage Regulations 2015 (marriages)

Regulation 18 of the Civil Partnership (Registration

Provisions) Regulations 2005 (civil partnerships)

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

Registrar
General

Crime fighting purposes

Suspicious applications for birth certificates, benefit fraud, fraudulent documents etc.

Yes

Schedule 6 Immigration

Act 2014

6 (e) public task

The right to have personal data erased does not apply

*A qualified informant is a person permitted in law to register a birth, death or still-birth

Other Government departments

Recipient

Purpose

Information

Personal Information                                 

Statutory provision

Lawful basis

(Under Article 6 GDPR)

Department for Work and Pensions

In relation to its functions under the Contribution and Benefits Act and the Social Security Administration Act 1992

Death registration extracts via Tell Us Once

Via BD8 form

No

 

 

 

 

S125 Social Security Administration Act 1992

The Social Security (Notification of Deaths) Regulations 2012

 

 

Not applicable as not personal information

 

 

Department for Work and Pensions

To support the Tell us Once birth service

Birth information from registrations and declarations

Yes

S19A Registration

Service Act 1953

6 (e) public task

The right to have personal data erased does not apply

Department of Health and Social Care

To assist the delivery of those functions exercisable by the organisation in relation to the health service

Death registrations due to vaccination (form 111)

Yes, as contain informant's details

Provision under review

6 (e) public task

The right to have personal data erased does not apply

Home Office (United Kingdom Visas and Immigration/Im migration and Enforcement)

HO Immigration enforcement
action

Information held by the registration officer in relation to sham marriages

Yes

S24 Immigration and Asylum Act 1999

The Reporting of Suspicious Marriages and Registration of Marriages (Miscellaneous Amendments) Regulations

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

 

HO Immigration enforcement
action

Information held by the registration officer

(S24A Sham CP)

Yes

S24A Immigration and Asylum Act 1999

The Reporting of Suspicious Civil Partnerships Regulations 2005

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

Home Office (United Kingdom Visas and Immigration/Im migration and Enforcement)

HO Immigration enforcement 
action

Information held by the registration officer (where registration officer suspects immigration offences e.g. overstayers, working illegally)

Yes

Schedule 6 Immigration

Act 2014

6 (e) public task

The right to have personal data erased does not apply

Home Office (United Kingdom Visas and Immigration/Im migration and Enforcement)

HO Immigration enforcement 
action

Information held by the registration officer where request received

Yes

Schedule 6 Immigration

Act 2014

6 (e) public task

The right to have personal data erased does not apply

Home Office (United Kingdom Visas and Immigration/Im migration and Enforcement)

HO Immigration enforcement action (Secretary of State)

Supply nationality documents where it is suspected that an individual may be liable to removal from the United Kingdom and the document may facilitate the removal.

Yes

Section 20A Immigration and Asylum Act 1999

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

 

Local authorities

Recipient

Purpose

Information

Personal Information      

Statutory provision

Lawful basis (Under Article 6 GDPR)

Education department        

For those education functions the LA is required to deliver

Birth and Death registrations

Yes

S564(3) Education Act 1996

6 (c) legal obligation. The rights to object to processing of personal data or have personal data erased do not apply

Council Tax Billing Authorities

For those functions set out in part 1 of the Government Finance Act 1992

Name and surname, date of death and usual address of deaths of over 18s

No

Para 13 Sch 2 Local Government Finance Act 1992Reg 5 Council Tax

(Administration and Enforcement) Regulations 1992

Not applicable as not personal data

Electoral 
Registration 
Officers            

To maintain an accurate list of those entitled to be registered on the electoral register and qualifying addresses

Inspection, with authorisation to make copies, of records kept (in whatever form).

Relates to marriages and deaths.

Yes

S53(3) Representation of the People Act 1983

Reg 35 Representation of the People (England and Wales) Regulations 2001

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

Local 
Safeguarding 
Children Board

Functions as set out in s1(1) of the Children and Young Person Act 2008

Death registrations of under 18s

Yes, as contain informant's details 

S31 Children and Young Persons Act 2008

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

Fraud department

Crime fighting purposes

Offences relating to council tax benefit or housing benefit

Yes

Schedule 6 Immigration

Act 2014

6 (e) public task The right to have personal data erased does not apply

Safeguarding Team                                   

Child and adult protection

Suspected maltreatment of an adult or child

Yes

Schedule 6 Immigration Act 2014

6 (e) public task The right to have personal data erased does not apply

 

Other

Recipient

Purpose

Information

Personal Information

Statutory provision

Lawful basis

(Under Article 6 GDPR)

Coroner

Investigations

Deaths falling into those categories set out in regulation 41 of Registration of Births and Deaths regulations 1987

Yes, as
contain 
informant 
details

Births and Deaths Registration Act 1953

Regulation 41 Registration of Births and Deaths Regulations 1987

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

National Health Service Commissioning 
Board,
Clinical
Commissioning
Groups, local authorities (England)

To assist the delivery of those functions exercisable by the organisation in relation to the health service

Birth (including still birth) and Death registrations

Yes

S269(2) National Health Service Act 2006

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

National Health Service Local Health Boards (Wales)

To assist the Local Health Boards in the performance of their functions in relation to the health service

Birth and Death registrations

Yes

S200(2) National Health

Service (Wales) Act 2006

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

Public pension payers

To assist government departments in the administration of pensions

Death registrations of public service pensioners (form 111)

Yes, as contain
informant details

Provision under review

6 (e) public task

The right to have personal data erased does not apply

General 
Pharmaceutical 
Council

Removal of names from the register

Death notifications (form 111) of registered pharmacists and registered pharmacy technicians

Yes, as contain 
informant 
details

Pharmacy Order 2010

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

Law Society

Removal of names from the register

Death certificates of solicitors

Yes, as contain
informant
details

Provision under review

6 (e) public task

The right to have personal data erased does not apply

General Optical Council

Removal of names from the register

Death certificates of opticians

Yes, as contain 
informant 
details

S10(2) Opticians Act 1989

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

District Medical Officer (England)

Chief Administrative Medical Officer (Wales)

Removal of names from the register

Death certificates of midwives

Yes, as contain 
informant 
details

Provision under review

6 (e) public task

The right to have personal data erased does not apply

General Medical Council

Removal of names from the register

Death registrations of registered medical practitioners (form 111)

Yes, as contain 
informant 
details

S30(6) Medical Act 1983

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

General Dental Council

Removal of names from the register

Death registrations of dentists (form 111)

Yes, as contain informant
details

S23(1) Dentists Act 1984

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply

Royal College of Veterinary Surgeons

Removal of names from the register

Death registrations of veterinary surgeons (form 111)

Yes, as contain 
informant
details

S13(1) Veterinary

Surgeons Act 1966

6 (c) legal obligation

The rights to object to processing of personal data or have personal data erased do not apply