Births, Marriages, Deaths and Nationality Privacy Notice

This notice explains how the information we collect about you is used for births, marriages, deaths and nationality and your rights in relation to that information.

  • The Superintendent Registrar is the data controller for birth, marriage and death registrations and can be contacted at Doncaster Register Office, Civic Office, Waterdale, Doncaster, DN1 3BU.   
  • Doncaster Council is the data controller for civil partnership registrations and can be contacted at the Civic Office, Waterdale, Doncaster, DN1 3BU
  • 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.

The Council and the General Register Office are committed to meeting its data protection obligations and handling your information securely.  You should make sure you read and understand this notice before submitting your information to us.

What information about you do we collect?

For the processing to which this notice relates to be carried out we use the following information:

• personal information (such as: your name, address, telephone number, gender, occupation, age, nationality)

How do we collect information about you?

We collect your information from you directly when you register an event and make an application to this office, for example for a certificate or to correct information contained in a register entry.

How will your information be used?

Your information may be used to provide you with the service you are applying for, such as a marriage or a civil partnership, to register births, marriages and deaths, for certificate applications and to correct information contained in a register entry.

The Legal Basis for using your information

The law means that you have to give us the information we have asked for on this form. 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 your personal data. If you fail to provide the information we need you may, amongst other things, be liable to a fine. The table below sets out the legal basis for each of the activities that this Privacy Notice covers:

Activity Legal Basis
  • Birth (including still birth, Marriage, Civil Partnership and Death registration
  • Marriage and Civil Partnership Notices
  • Applications for certificates
to do so is necessary because of a legal obligation 
  • Arrange appointments and ceremonies
to do so is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority

Who will your information be shared with?

We sometimes need to share your information within the Council or with other organisations. We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to. We may need to share your information with:

• Registrar General
• Department for Work and Pensions
• Department of Health and Social Care
• Home Office
• Education department
• Council Tax Billing Authorities
• Electoral Registration Officers
• Local Safeguarding Childrens Board
• Fraud Department
• Safeguarding Teams
• Coroner
• NHS

A copy of any register entry will be provided by this office in accordance with the law to any applicant, provided 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”). An application for a certificate may also be made to the General Register Office. Some 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. Indexes are available via ancestory websites. Where the information contained within local indexes is available online it is done in a manner which is compliant with data protection and Human Rights legislation. A copy of the information collected by a registration officer will also be sent to the Registrar General for England and Wales so that a central record of all registrations can be maintained. In certain cases we may also share your information with other individuals and organisations. For example, if you make a complaint to your Councillor, or if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge. The Council will never sell your information to anyone else.

How long will we keep your information?

We will keep your information for different periods of time, depending on what we are using it for. We only keep your information for as long as we need to, after which we will either securely delete the information or transfer it to storage for permanent preservation. We will keep your information for only so long as is necessary – the table below sets out typical timescales for each activity:


Activity Time information kept for

Birth (including still birth, Marriage, Civil Partnership and Death registration

Permanently as required by law
Marriage and Civil Partnership Notices Publically displayed for 28 days from when Notice is given

Applications for certificates

12 months after application
Arrange appointments and ceremonies For 12 months after the appointment or ceremony

Your rights

The law gives you specific rights over your information. These rights are:

• to be informed of our use of information about you;
• of access to information about you;
• rectify information about you that is inaccurate;
• to have your information erased (the ‘right to be forgotten’);
• to restrict how we use information about you;
• to move your information to a new service provider;
• to object to how we use information about you;
• not to have decisions made about you on the basis of automated decision making;
• to object to direct marketing; and,
• to complain about anything the Council does with your information (please see the ‘Complaints’ section below).

Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them.

You can request information about yourself by making a subject access request on this page of the Council’s website.

Data Protection Officer (DPO)

The Council is required by law to have a DPO. The DPO has a number of duties, including:

• monitoring the Council’s compliance with data protection law;
• providing expert advice and guidance on data protection;
• acting as the point of contact for data subjects; and,
• co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).

The Council’s Data Protection Officer can be contacted by email at information.governance@doncaster.gov.uk

Complaints

If you are unhappy with the way in which your information has been handled you should contact the Council’s Data Protection Officer so that we can try and put things right.

Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO). The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:

Website:  www.ico.org.uk 

Telephone: 0303 123 1113

Post: Information Commissioner’s Office
Wycliffe House Water Lane
Wilmslow
Cheshire
SK9 5AF

 

 

Last updated: 29 June 2018 10:10:11