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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