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:
- To obtain a certified copy of a birth, death, marriage or civil partnership entry
- To certify registration records (1)
- To certify registration records (2)
- To compile and maintain a central record of registration events
- To support UK Statistics Authority requirement to produce statistical information (1)
- To support UK Statistics Authority requirement to produce statistical information (2)
- To support UK Statistics Authority requirement to produce statistical information (3)
- To compile and maintain a central record of registration events
- To report an offence or suspicion of an offence
- Crime fighting purposes (Civil Registration)
- 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
Other Government Departments:
- In relation to its functions under the Contribution and Benefits Act and the Social Security Administration Act 1992
- To support the Tell us Once birth service
- To assist the delivery of those functions exercisable by the organisation in relation to the health service
- Home Office Immigration enforcement action (1)
- Home Office Immigration enforcement action (2)
- Home Office Immigration enforcement action (3)
- Home Office Immigration enforcement action (4)
- Home Office Immigration enforcement action (5)
- Home Office Immigration enforcement action (6)
Local Authorities:
- For those education functions the Local Authority is required to deliver
- For those functions set out in part 1 of the Government Finance Act 1992
- To maintain an accurate list of those entitled to be registered on the electoral register and qualifying addresses
- Functions as set out in S1(1) of the Children and Young Person Act 2008
- Crime fighting purposes (Local Authority)
- Child and adult protection
Other organisations:
- Coroner Investigations
- To assist the delivery of those functions exercisable by the organisation in relation to the health service
- To assist the Local Health Boards in the performance of their functions in relation to the health service
- To assist government departments in the administration of pensions
- Removal of names from the register - General Pharmaceutical Council
- Removal of names from the register - Law Society
- Removal of names from the register - General Optical Council
- Removal of names from the register - Medical Officer
- Removal of names from the register - General Medical Council
- Removal of names from the register - General Dental Council
- Removal of names from the register - Royal College of Veterinary Surgeons
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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