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

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

TBC

*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

TBC

*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

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

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

Mother’s name, surname and occupation of each civil partner

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

British Citizenship Applicant

To be granted British Citizenship

Full Name

Address

Home Office Reference Number

Telephone Number

Identification photograph

Yes

Nationality, Immigration and Asylum Act 2001

6c) legal obligation

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

Sharing of registration information

Civil Registration services

Recipient

Purpose

Information

Personal information

Statutory provision

Lawful basis (Under Article 6 GDPR)

Super-intendent registrar

To certify registration records

Quarterly returns of births (including still- births) and death registrations from registrars

Yes

S26 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

To certify registration records

Quarterly returns of marriage registrations from everyone required to register marriages

Yes

S57 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 General

To compile and maintain a central record of registration events

Certified copies of birth (including still births) and death registrations from superintendent registrars

Yes

27 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

To support UK Statistics Authority requirement to produce  statistical information

Birth, still-birth and death confidential particulars to be collected by the RG

Yes

S2 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 information

Birth, still-birth and death voluntary particulars

Yes

No provision

TBC

To support UK Statistics Authority requirement to produce  statistical information

Medical Certificate of Cause of Death additional information

Yes

Regulation 11 The Registration of 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 events

Certified copies of marriage registrations from superintendent registrars

Yes

S58 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 offence

Forged documents

Yes

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)  

6 (c) legal obligation

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

Crime fighting purposes

Suspicious applications for birth certificates, benefit fraud, fraudulent documents etc.

Yes

Schedule 6 Immigration Act 2014

6 (e) public interest

The right to have personal data erased does not apply

Other government departments

Recipient

Purpose

Information

Personal information

Statutory provision

Lawful basis (Under Article 6 GDPR)

Department for Work and Pensions       

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

Death registration extracts

via Tell Us Once

Via BD8 form

No

No

S125 Social Security Administration Act 1992

The Social Security (Notification of Deaths) Regulations 2012

Provision under review

Not applicable

Not applicable

To support the Tell us Once birth service

Birth information from registrations and declarations

Yes

S19A Registration Service Act 1953

6 (e) public interest

The right to have personal data erased does not apply

Department of Health and Social Care

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

Death registrations due to vaccination (form 111)

Yes, as contain informant’s details

Provision under review

6 (e) public interest

The right to have personal data erased does 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 marriages

Yes

S24 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

HO

Immigration enforcement action

Information held by the registration officer

(S24A Sham CP) 

Yes

 S24A Immigration and Asylum Act 1999

The Reporting of Suspicious Civil Partnerships Regulations 2005

6 (c) legal obligation

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 registration officer suspects  immigration offences e.g. overstayers, working illegally)

Yes

Schedule 6 Immigration Act 2014

6 (e) public interest

The right to have personal data erased does not apply

 

HO Immigration enforcement  action

Information held by the registration officer where request received

Yes

Schedule 6 Immigration Act 2014

6 (e) public interest

The right to have personal data erased does 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.

Yes

Section 20A Immigration and Asylum Act 1999

6 (c) legal obligation

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

Local Authorities

Recipient

Purpose

Information

Personal information

Statutory provision

Lawful basis (Under Article 6 GDPR)

Education department

For those education  functions the LA is required to deliver

Birth and Death registrations

Yes

S564(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 Authorities

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

Name and surname, date of death and usual address of deaths of over 18s

No

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

Not applicable

Electoral Registration Officers

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

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

Yes

S53(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 Board

Functions as  set out in s1(1) of the Children and Young Person Act 2008

Death registrations of under 18s

Yes, as contain informant’s details

S31 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 department

Crime fighting purposes

Offences relating to council tax benefit or housing benefit

Yes

Schedule 6 Immigration Act 2014

6 (e) public interest

The right to have personal data erased does not apply

Safeguarding Team

Child and adult protection

Suspected maltreatment of an adult or child

Yes

Schedule 6 Immigration Act 2014

6 (e) public interest

The right to have personal data erased does not apply

Others

Recipient

Purpose

Information

Personal information

Statutory provision

Lawful basis (Under Article 6 GDPR)

Coroner

Investigations

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

Yes, 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 service

Birth (including still birth)  and Death registrations

Yes

S269(2) National Health 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 Boards in the performance of their functions in relation to the health service

Birth and Death registrations

Yes

S200(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 payers

To assist government departments in the administration of pensions

Death registrations of public service pensioners (form 111)

Yes, as contain informant details

Provision under review

6 (e) public interest

The right to have personal data erased does not apply

General Pharmaceutical Council

Removal of names from the register

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

Yes, as contain informant’s details

Pharmacy Order 2010

6 (c) legal obligation

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

Law Society

Removal of names from the register

Death certificates of solicitors

Yes, as contain informant’s details

Provision under review

6 (e) public interest

The right to have personal data erased does not apply

General Optical Council

Removal of names from the register

Death certificates of opticians

Yes, as contain informant’s details

S10(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 register

Death certificates of midwives

Yes, as contain informant’s details

Provision under review

6 (e) public interest

The right to have personal data erased does not apply

General Medical Council

Removal of names from the register

Death registrations of registered medical practitioners (form 111)

Yes, as contain informant’s details

S30(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

General Dental Council

Removal of names from the register

Death registrations of dentists (form 111)

Yes, as contain informant’s details

S23(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 Surgeons

Removal of names from the register

Death registrations of veterinary surgeons (form 111)

Yes, as contain informant’s details

S13(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

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