York Register Office Privacy Notice Annex A2

York Register Office Privacy Notice Annex A2

Processing activities and sharing of registration information for registrars, superintendent registrars and registration authorities.

Civil Registration services:

Other Government Departments:

Local Authorities:

Other organisations:

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

Recipient:

  • Applicant for a certificate

Data to be provided:

  • Where the applicant can identify the relevant entry 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

Personal information:

  • Yes

Statutory basis for collection of data:

  • S31 and S33 Births and Deaths Registration Act 1953
  • S64 Marriage Act Regulation 15 Civil partnership (Registration provisions) Regulations 2005

Lawful basis for collection of data (under Article 6 GDPR):

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

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To certify registration records (1)

Recipient:

  • Superintendent registrar

Data to be provided:

  • Quarterly returns of births (including stillbirths) and death registrations from registrars

Personal information:

  • Yes

Statutory basis for collection of data:

  • S26 Births and Deaths Registration Act 1953

Lawful basis for collection of data (under Article 6 GDPR):

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

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To certify registration records (2)

Recipient:

  • Superintendent registrar

Data to be provided:

  • Quarterly returns of marriage registrations from everyone required to register marriages

Personal information:

  • Yes

Statutory basis for collection of data:

  • S57 Marriage Act 1949

Lawful basis for collection of data (under Article 6 GDPR):

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

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To compile and maintain a central record of registration events

Recipient:

  • Registrar General

Data to be provided:

  • Certified copies of birth (including stillbirths) and death registrations from superintendent registrars

Personal information:

  • Yes

Statutory basis for collection of data:

  • S27 Births and Deaths Registration Act 1953

Lawful basis for collection of data (under Article 6 GDPR):

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

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To support UK Statistics Authority requirement to produce statistical information (1)

Recipient:

  • Registrar General

Data to be provided:

  • Birth, stillbirth and death confidential particulars to be collected by the Registrar General

Personal information:

  • Yes

Statutory basis for collection of data:

  • S2 Population (Statistics) Act 1938

Lawful basis for collection of data (under Article 6 GDPR):

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

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To support UK Statistics Authority requirement to produce statistical information (2)

Recipient:

  • Registrar General

Data to be provided:

  • Birth, stillbirth and death voluntary particulars

Personal information:

  • Yes

Statutory basis for collection of data:

  • No provision (collected voluntarily)

Lawful basis for collection of data (under Article 6 GDPR):

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

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To support UK Statistics Authority requirement to produce statistical information (3)

Recipient:

  • Registrar General

Data to be provided:

  • Medical Certificate of Cause of Death additional information

Personal information:

  • Yes

Statutory basis for collection of data:

  • Regulation 11 The Registration of Births Deaths and Marriages Regulations 1968

Lawful basis for collection of data (under Article 6 GDPR):

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

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To compile and maintain a central record of registration events

Recipient:

  • Registrar General

Data to be provided:

  • Certified copies of marriage registrations from superintendent registrars

Personal information:

  • Yes

Statutory basis for collection of data:

  • S58 Marriage Act 1949

Lawful basis for collection of data (under Article 6 GDPR):

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

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To report an offence or suspicion of an offence

Recipient:

  • Registrar General

Data to be provided:

  • Forged documents

Personal information:

  • Yes

Statutory basis for collection of data:

  • 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)

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

Crime fighting purposes (Civil Registration)

Recipient:

  • Registrar General

Data to be provided:

  • Suspicious applications for birth certificates, benefit fraud, fraudulent documents

Personal information:

  • Yes

Statutory basis for collection of data:

  • Schedule 6 Immigration Act 2014

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

To ensure birth and death records are accurate, to investigate fraud and to ensure data is held in format that can be used by public sector bodies

Recipient:

  • Registrar General

Data to be provided:

  • NHS number alongside the corresponding birth registration
  • NHS number alongside the death registration where provided by the informant

Personal information:

  • Yes

Statutory basis for collection of data:

  • Section 19AA (1)(b) The Registration Service Act 1953

Lawful basis for collection of data (under Article 6 GDPR):

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

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

Recipient:

  • Department for Work and Pensions

Data to be provided:

  • Death registration extracts via Tell Us Once
  • Via BD8 form

Personal information:

  • No

Statutory basis for collection of data:

  • S125 Social Security Administration Act 1992
  • The Social Security (Notification of Deaths) Regulations 2012
  • Provision under review

Lawful basis for collection of data (under Article 6 GDPR):

  • Not applicable as not personal information

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To support the Tell us Once birth service

Recipient:

  • Department for Work and Pensions

Data to be provided:

  • Birth information from registrations and declarations

Personal information:

  • Yes

Statutory basis for collection of data:

  • S19A Registration Service Act 1953

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

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

Recipient:

  • Department of Health and Social Care

Data to be provided:

  • Death registrations due to vaccination (form 111)

Personal information:

  • Yes, as contain informant’s details

Statutory basis for collection of data:

  • Provision under review

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

Home Office Immigration enforcement action (1)

Recipient:

  • Home Office (United Kingdom Visas and Immigration/Immigration and Enforcement)

Data to be provided:

  • Marriage and civil partnership notice information for those in scope of the referral and investigation scheme

Personal information:

  • Yes

Statutory basis for collection of data:

  • S28H Marriage Act 1949
  • S12A Civil Partnership Act 2004

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

Home Office Immigration enforcement action (2)

Recipient:

  • Home Office (United Kingdom Visas and Immigration/Immigration and Enforcement)

Data to be provided:

  • Information held by the registration officer in relation to sham marriages

Personal information:

  • Yes

Statutory basis for collection of data:

  • S24 Immigration and Asylum Act 1999

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

Home Office Immigration enforcement action (3)

Recipient:

  • Home Office (United Kingdom Visas and Immigration/Immigration and Enforcement)

Data to be provided:

  • Information held by the registration officer (S24A Sham CP)

Personal information:

  • Yes

Statutory basis for collection of data:

  • S24A Immigration and Asylum Act 1999

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

Home Office Immigration enforcement action (4)

Recipient:

  • Home Office (United Kingdom Visas and Immigration/Immigration and Enforcement)

Data to be provided:

  • Information held by the registration officer where registration officer suspects immigration offences (such as over-stayers, working illegally)

Personal information:

  • Yes

Statutory basis for collection of data:

  • Schedule 6 Immigration Act 2014

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

Home Office Immigration enforcement action (5)

Recipient:

  • Home Office (United Kingdom Visas and Immigration/Immigration and Enforcement)

Data to be provided:

  • Information held by the registration officer where request received

Personal information:

  • Yes

Statutory basis for collection of data:

  • Schedule 6 Immigration Act 2014

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

Home Office Immigration enforcement action (6)

Recipient:

  • Home Office (United Kingdom Visas and Immigration/Immigration and Enforcement)

Data to be provided:

  • 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

Personal information:

  • Yes

Statutory basis for collection of data:

  • Section 20A Immigration and Asylum Act 1999

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

For those education functions the Local Authority is required to deliver

Recipient:

  • Education department

Data to be provided:

  • Birth and Death registrations

Personal information:

  • Yes

Statutory basis for collection of data:

  • S564(3) Education Act 1996

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

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

Recipient:

  • Council Tax Billing Authorities

Data to be provided:

  • Name and surname
  • Date of death
  • Usual address of deaths of over 18s

Personal information:

  • No

Statutory basis for collection of data:

  • Para 13, Sch 2, Local Government Finance Act 1992 Reg 5 Council Tax (Administration and Enforcement) Regulations 1992

Lawful basis for collection of data (under Article 6 GDPR):

  • Not applicable as not personal data

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

Recipient:

  • Electoral Registration Officers

Data to be provided:

  • Inspection, with authorisation to make copies, of records kept (in whatever form)
  • Relates to marriages and deaths

Personal information:

  • Yes

Statutory basis for collection of data:

  • S53(3) Representation of the People Act 1983
  • Reg 35 Representation of the People (England and Wales) Regulations 2001

Lawful basis for collection of data (under Article 6 GDPR):

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

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Functions as set out in S1(1) of the Children and Young Person Act 2008

Recipient:

  • Local Safeguarding Children Board

Data to be provided:

  • Death registrations of under 18s

Personal information:

  • Yes, as contain informant’s details

Statutory basis for collection of data:

  • S31 Children and Young Persons Act 2008

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

Crime fighting purposes (Local Authority)

Recipient:

  • Fraud department

Data to be provided:

  • Offences relating to council tax benefit or housing benefit

Personal information:

  • Yes

Statutory basis for collection of data:

  • Schedule 6 Immigration Act 2014

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

Child and adult protection

Recipient:

  • Safeguarding Team

Data to be provided:

  • Suspected maltreatment of an adult or child

Personal information:

  • Yes

Statutory basis for collection of data:

  • Schedule 6 Immigration Act 2014

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

Coroner Investigations

Recipient:

  • Coroner

Data to be provided:

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

Personal information:

  • Yes, as contain informant’s details

Statutory basis for collection of data:

  • Births and Deaths Registration Act 1953

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

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

Recipient:

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

Data to be provided:

  • Birth registrations (including stillbirth)
  • Death registrations

Personal information:

  • Yes

Statutory basis for collection of data:

  • S269(2) National Health Service Act 2006

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

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

Recipient:

  • National Health Service Local Health Boards (Wales)

Data to be provided:

  • Birth registrations
  • Death registrations

Personal information:

  • Yes

Statutory basis for collection of data:

  • S200(2) National Health Service (Wales) Act 2006

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

To assist government departments in the administration of pensions

Recipient:

  • Public pension payers

Data to be provided:

  • Death registrations of public service pensioners (form 111)

Personal information:

  • Yes, as contain informant details

Statutory basis for collection of data:

  • Provision under review

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

Removal of names from the register - General Pharmaceutical Council

Recipient:

  • General Pharmaceutical Council

Data to be provided:

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

Personal information:

  • Yes, as contain informant’s details

Statutory basis for collection of data:

  • Pharmacy Order 2010

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

Removal of names from the register - Law Society

Recipient:

  • Law Society

Data to be provided:

  • Death certificates of solicitors

Personal information:

  • Yes, as contain informant’s details

Statutory basis for collection of data:

  • Provision under review

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

Removal of names from the register - General Optical Council

Recipient:

  • General Optical Council

Data to be provided:

  • Death certificates of opticians

Personal information:

  • Yes, as contain informant’s details

Statutory basis for collection of data:

  • S10(2) Opticians Act 1989

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

Removal of names from the register - Medical Officer

Recipient:

  • District Medical Officer (England)
  • Chief Administrative Medical Officer (Wales)

Data to be provided:

  • Death certificates of midwives

Personal information:

  • Yes, as contain informant’s details

Statutory basis for collection of data:

  • Provision under review

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

Removal of names from the register - General Medical Council

Recipient:

  • General Medical Council

Data to be provided:

  • Death registrations of registered medical practitioners (form 111)

Personal information:

  • Yes, as contain informant’s details

Statutory basis for collection of data:

  • S30(6) Medical Act 1983

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

Removal of names from the register - General Dental Council

Recipient:

  • General Dental Council

Data to be provided:

  • Death registrations of dentists (form 111)

Personal information:

  • Yes, as contain informant’s details

Statutory basis for collection of data:

  • S23(1) Dentists Act 1984

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities

Removal of names from the register - Royal College of Veterinary Surgeons

Recipient:

  • Royal College of Veterinary Surgeons

Data to be provided:

  • Death registrations of veterinary surgeons (form 111)

Personal information:

  • Yes, as contain informant’s details

Statutory basis for collection of data:

  • S13(1) Veterinary Surgeons Act 1966

Lawful basis for collection of data (under Article 6 GDPR):

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

Back to processing activities