We keep this privacy notice under review. It was last reviewed and updated in December 2022.
When York Register Office collects and uses your personal data, it is being regulated by Data Protection legislation and we’re responsible as the ‘Data Controller’. We are registered with the Information Commissioner’s Office (ICO) - reference number Z7700853.
Find out about:
- personal data
- collecting personal data
- using personal data
- sharing personal data
- Tell Us Once bereavement service
- our legal basis for using personal data
- retaining personal data
- further processing of personal data
- your rights relating to personal data
The Registration Service at York Register Office will collect your personal data and special categories of personal data to provide our services.
See details of our statutory services and the data we collect.
See further information on data held by the Registrar General.
Staff at York Register Office will be able to provide further information on data held by the registration service.
You can contact the Superintendent Registrar at York Register Office on telephone: 01904 553190, or email: firstname.lastname@example.org.
An application for a certificate may be made to either us at York Register Office or to the General Register Office (GRO).
See further details about how we define personal data and non-personal data.
Collecting personal data
The amount and type of personal data we collect from you for any of our services will depend on why and how you are contacting or interacting with us, and the service or information you are requesting.
This may simply mean providing your name and address but for some services, we will need more details and sometimes special categories of personal data.
- only ask you for the information that is necessary to provide you with the service you are contacting us about
- protect it and make sure nobody has access to it who shouldn’t
- ensure you know if you have a choice about giving us information
- make sure we don’t keep it for longer than is necessary
We ask that you:
- give us accurate information
- tell us as soon as possible of any changes
- tell us as soon as possible if you notice mistakes in the information we hold about you
If you do not provide the personal data requested we may not be able to:
- provide you with the information you need
- make the application for the service you require
- book the service or make the appointment for the service you require
Using personal data
The information you provide to the York Register Office Registration Service will be used to:
- provide you with the information or the service you requested; this can be one of our statutory services or other services we offer such as baby naming, renewal of vows
- update internal systems to ensure our records remain accurate and up to date with any new information you provide
- book your appointment with the required service
- verify that you are who you say you are which in turn enables us to sign the proof of life form
The GRO makes indexes, for the central record of registrations, publicly available in order to help members of the public identify the registration they might need. York Register Office also makes a local index available for this purpose.
Sharing personal data
We may be required or permitted, under data protection legislation, to disclose your personal data without your explicit consent, for example if we have a legal obligation to do so, such as law enforcement, fraud investigations, regulation and licensing, criminal prosecutions and court proceedings.
A copy of any register entry will be provided to any applicant, provided that they supply enough information to identify the entry concerned and pay the appropriate fee. The copy may only be issued in the form of a paper certified copy (a "certificate").
As well as providing certificates, local registration officers and the GRO where it is permitted under data protection and privacy legislation, may make registration information available to other council departments or services, and other organisations, for the following purposes:
- statistical or research purposes
- administrative purposes by official bodies; for example, ensuring their records are up-to-date
- fraud prevention or detection, immigration and passport purposes
We may choose to make the information contained within local indexes available online. This will be done in order to help members of the public identify the registration they might need. Any information placed online will be done in manner which is compliant with data protection and privacy legislation.
Additionally, confidential information for statistical purposes which you are required by law to give to the local registration officer, and other information provided voluntarily, will be passed to the UK Statistics Authority for the preparation and supply of statistics.
The council must protect public funds and may use personal data and data-matching techniques to detect and prevent fraud, collect taxes and ensure public money is targeted and spent in the most appropriate and cost-effective way. To do this, your personal data may be shared with other bodies responsible for auditing or administering public funds including the Audit Commission, the Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police.
See details of how we share personal data across our statutory services.
Tell Us Once bereavement service
At a death registration appointment, York Register Office will offer you the option to use the Tell Us Once bereavement service. This is a free government initiative which aims to ease the burden of notifying local and central government departments that someone has died.
If you accept, we will trigger the notification for you, so that you can complete the process either online or telephone.
You'll need to be the next of kin or the person dealing with the deceased's estate to use the service, or have their permission to do so.
The Tell Us Once team will confirm to you all of the agencies which will be contacted.
Your initial details will be recorded on the Tell Us Once system by the registration officer at your appointment, because we're not able to do it at a later stage. You have 28 days from the date the record was created on the Tell Us Once system to contact the Department for Work and Pensions.
If the deceased’s details have been recorded on the system and you never use the service; the information will not be shared with anyone and is deleted after 28 days.
The information you give us is treated in strict confidence. The organisations contacted will use the information to update records and end services, benefits and credits as appropriate.
Information will only be used as the law allows and will not be given to any department or organisation unless you have given your consent for it to be contacted.
Our legal basis for using personal data
We use your personal data because you are asking us to do something on your behalf, or because we have another lawful basis to do so.
We may not be able to do what you have asked us to do if you do not provide us with your personal data and use it as described in this privacy notice.
For more information on our lawful basis for processing data see:
- our statutory services and the data we collect
- how we share personal data across our statutory services
Retaining personal data
Personal information which you are required by law to provide for a registration will be kept by the relevant local registration officer at York Register Office. The local registration officer to whom you supply information will also send a copy of this information to the General Register Office (GRO) for England and Wales so that a central record of all registrations can be maintained.
We will only keep information for as long as is necessary and then securely and confidentially destroy it.
See more information relating to our statutory services and the retention of personal data.
Where required or appropriate to, at the end of the retention period, we will pass onto the City Archives any relevant information.
Further processing of personal data
If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we'll provide you with a new notice.
The new notice will:
- explain this new use before we start the processing
- set out the relevant purposes and processing conditions
Where and whenever necessary, we'll seek your consent to the new processing, if we start to use your personal data for a purpose not mentioned in this Privacy Notice.
Your rights relating to personal data
To find out about your rights under Data Protection law, you can go to the Information Commissioners Office (ICO).
If you have any questions about this Privacy Notice, want to exercise your rights, or if you have a complaint about how your information has been used, please contact us by email: email@example.com, or telephone: 01904 554145, or write to the:
Data Protection Officer
City of York Council