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Processing activities for registrars, superintendent registrars and registration authorities

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

1. 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; Name, surname and rank or profession of each party's mother; Name, surname and rank or profession of each party's step-parent(s) if applicable; 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

The Registration of Marriage Regulations 2021 and the Registration of Marriage (Amendment Regulations) 2021

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; 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; Step-parent(s) name, surname and occupation of each civil partner if applicable; 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

 

2. Sharing of registration information
RecipientPurposeInformationPersonal informationStatutory provisionLawful basis (under Article 6 GDPR)
Civil registration service
Applicant for a certificateTo obtain a certified copy of a birth, death, marriage or civil partnership entryWhere 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 apply 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 registrarTo certify registration recordsQuarterly returns of births (including still-births) and death registrations from registrarsYesS26 Births and Deaths Registration Act 1953

6 (c) legal obligation

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

Superintendent registrarTo cerify registration recordsQuarterly returns of marriage registrations from everyone required to register marriagesYesS57 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 GeneralTo compile and maintain a central record of registration eventsCertified copies of birth (including still births) and death registrations from superintendent registrarsYesS27 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 GeneralTo support UK Statistics Authority requirement to produce statistical informationBirth, still-birth and death confidential particulars to be collected by the RGYesS2 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

 To support UK Statistics Authority requirement to produce statistical informationBirth, still-birth and death voluntary particularsYesNo provision

6 (e) public task

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 informationMedical Certificate of Cause of Death additional informationYesRegulation 11 The Registration or 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

 To compile and maintain a central record of registration eventsCertified copies of marriage registrations from superintendent registrarsYesS58 Marriage Act 1949

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 offenceForged documentsYes

Regulation 72()(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

 Crime fighting purposesSuspicious applications for birth certificates, benefit fraud, fraudulent documents etc.Yes

Schedule 6 Immigration Act 2014

6 (e) public task

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

Other Government departments
Department for Work and PensionsIn relation to its functions under the Contribution and Benefits Act and the Society Security Administration Act 1993

Death registration extracts via Tell Us Once

 

Vis BD8 form

 

No

 

No

S125 Social Security Administration Act 1992 The Social Security (Notification of Deaths) Regulations 2012

Provision under review

Not applicable as not personal information

Not applicable as not personal information

Department for Work and PensionsTo support the Tell Us Once birth serviceBirth informaiton from registrations and declarationsYesS19A Registration Service Act 1953

6 (e) public task

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

Department of Health and Social CareTo assist the delivery of those functions exercisable by the organisation in relation to the health serviceDeath registration due to vaccination (form 111)Yes, as contain informant's detailsProvision under review

6 (e) public task

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

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

HO

Immigration enforcement action

Information held by the registration officer in relation to sham marriagesYesS24 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

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

HO

Immigration enforcement action

Information held by the registration officer (where registration officer suspects immigration offences (eg overstayers, working illegally)Yes

Schedule 6 Immigration Act 2014

6 (e) public task

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 where request receivedYesSchedule 6 Immigration Act 2014

6 (e) public task

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

 

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.YesSection 20A Immigration and Asylum Act 1999

6 (e) public task

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

Local Authorities
Education departmentFor those education functions the LA is required to deliverBirth and Death registrationsYesS564(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 AuthoritiesFor those functions set out in part 1 of the Government Finance Act 1992Name and surname, date of death and usual address of deaths of over 18sNoPara 13 Sch 2 Local Government Finance Act 1992 Regulation 5 Council Tax (Administration and Enforcement) Regulations 1992Not applicable as not personal data
Electoral Registration OfficersTo maintain an accurate list of those entitled to be registered on the electoral register and qualifying addressesInspection, with authorisation to make copies, of records kept (in whatvere form). Relates to marriages and deathsYesS53(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 BoardFunctions as set out in s1(1) of the Children and Young Person Act 2008Death registrations of under 18sYes, as contain informant's detailsS31 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 departmentCrime fighting purposesOffences relating to council tax benefit or housing benefitYesSchedule 6 Immigration Act 2014

6 (e) public task

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

Safeguarding TeamChild and adult protectionSuspected maltreatment of an adult or childYesSchedule 6 Immigration Act 2014

6 (e) public task

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

Others
CoronerInvestigationsDeaths falling into these categories set out in regulation 41 of Registration of Births and Deaths regulations 1987Yes, as contain informant's 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 serviceBirth (including still-birth) and Death registrationsYesS269 (2) National Halth 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 Board in the performance of their functions in relation to the health serviceBirth and Death registrationsYesS200 (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 payersTo assist government departments in the administration of pensionsDeath registrations of public service pensioners (form 111)Yes, as contain informant detailsProvision under review

6 (e) public task

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

General Pharmaceutical CouncilRemoval of names from the registerDeath notifications (form 111) of registered pharmacists and registered pharmacy techniciansYes, as contain informant's detailsPharmacy Order 2016

6 (c) legal obligation

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

Law SocietyRemoval of names from the registerDeath certificates of solicitorsYes, as contain informant's detailsProvision under review

6 (e) public task

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

General Optical CouncilRemoval of names from the registerDeath certificates of opticiansYes, as contain informant'sS10 (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 registerDeath certificates of midwivesYes, as contain informant's detailsProvision under review

6 (e) public task

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

General Medical CouncilRemoval of names from the registerDeath registrations of registered medical practitioners (form 111)Yes, as contain informant's detailsS30 (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

Genral Dental CouncilRemoval of names from the registerDeath registrations of dentists (form 111)Yes, as contain informant's detailsS23 (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 SurgeonsRemoval of names from the registerDeath registrations of veterinary surgeons (form 111)Yes, as contain informant's detailsS13 (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

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