advertisement

Registration service

In order to comply with the UK General Data Protection Regulation (UK GDPR), where personal data relating to a data subject is collected, Lancashire County Council would like to provide you with the following details.

Identity and contact details of the data controller

  • Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ

Contact details of the data protection officer

  • Our Data Protection Officer is Paul Bond. You can contact him at dpo@lancashire.gov.uk or Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ

Purposes for processing

The Registration Service process personal information to enable us to provide a service for the registrations of Births, Deaths, Marriages, Civil Partnerships and Citizenships. We sometimes need to share personal information we process with the individual themselves and also other organisations. We collect information whilst conducting the following functions:

  • Delivery of the statutory registration service
  • Registration of all births, re-registrations, still-births, deaths and marriages and the certification of all statutory register entries
  • Taking of all notices of intention to marry or form a civil partnership and the delivery of the ceremony programme
  • Approval of venues for marriages and civil partnership and the administration of the legal approval process
  • Issuing of certified copies at the time of registration and from the repository of civil registers
  • Maintenance of the repository of civil registers
  • Conduct citizenship ceremonies for new Lancashire citizens

This notice should be read together with our general privacy notice (PDF 336 KB) which provides more detail on the information below.

Information is used to register births, marriages, deaths, stillbirths, citizenship notices, civil registration records, civil partnership/conversions, issue certificates of no impediment, the administration of appointments and processing requests for copies of certificates. A copy of some 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.

Registration information held at this office may be shared with other organisations in the course of carrying out our functions, or to enable others to perform theirs.

We will only share information where there is a lawful basis to do so for the following reasons:

  1. Statistical or research purposes
  2. Administrative purposes by official bodies e.g. ensuring their records are up-to-date in order to provide services to the public
  3. Fraud prevention or detection, immigration and passport purposes

Personal information may also be collected from you if you make an application to any service point in Lancashire in person or online, for example for a certificate or to correct information contained in a register entry.

Category of personal data being processed

  1. Personal data (information relating to a living, identifiable individual)
  2. Special category personal data (racial, ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation)

Legal basis for processing personal data

The legal basis for processing your personal data, in accordance with the UK GDPR is:

(c) Legal Obligation: the processing is necessary for you to comply with the law. You must reference the applicable legislation if you wish to rely on this basis for processing.

(e) Public Task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law. You must reference the applicable task/function and its' basis in law if you wish to rely on this basis for processing.

This personal data processing is carried out by virtue of the following legislation:

  • Births and Deaths Registration Act (1953)
  • Marriage Act (1949)
  • Civil Partnership Act (2004)

Legal basis for processing special categories of personal data

The legal basis for processing your special categories of personal data, in accordance with the UK GDPR is:

(g) Processing is necessary for reasons of substantial public interest.

Data Protection Act 2018- Schedule 1 Part 2 statutory and government process states

(1)

This condition is met if the processing—

(a) is necessary for a purpose listed in sub-paragraph (2), and

(b) is necessary for reasons of substantial public interest.

(2)

Those purposes are—

(a) the exercise of a function conferred on a person by an enactment or rule of law;

These functions of law are outlined in the legal gateways being used to share information section.

Recipients of the data

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.

Registration information held at this office may be shared with other organisations in the course of carrying out our functions, or to enable others to perform theirs.

We will only share information where there is a lawful basis to do so for the following reasons:

  • statistical or research purposes
  • administrative purposes by official bodies e.g. ensuring their records are up-to-date in order to provide services to the public
  • fraud prevention or detection, immigration and passport purposes.

We will share personal information with law enforcement or other authorities if required by applicable law.

Information we share

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. An application for a certificate may also be made to the General Register Office.

Indexes for events registered are publicly available in order to help members of the public identify the registration record they may need.

A copy of the information collected by a registration officer will be sent to the Registrar General for England and Wales so that a central record can be maintained.

Registration information held with Lancashire Registration Service may be shared with other organisations in the course of carrying out our functions, or to enable others to perform theirs.

We will only share information where there is a lawful basis to do so for the following reasons:

  • Statistical or research purposes
  • Administrative purposes by official bodies e.g. ensuring their records are up-to-date
  • Fraud prevention or detection, immigration and passport purposes.

It should be noted that records of the deceased are not covered by Data Protection legislation, which relates only to living individuals, although the common law duty of confidentiality still applies. We are also required by law to share details of death registrations with relevant bodies to ensure their records are accurate or for monitoring purposes. This ranges from public pension payers to profession-specific organisations such as the General Medical Council, General Dental Council and General Optical Council.

The registration service will share the following categories of information with the partners listed in section 2 of Annex A (PDF 131 KB)

  • Name
  • Address
  • Age
  • Date of birth
  • Date and place of marriage
  • Nationality
  • Marital status
  • Occupation
  • Signatures of parties married, witnesses and registration staff
  • Parents name/address/occupation
  • Cause of death
  • Immigration status
  • Contact details

Any transfers to another country

  • No

Retention periods

Lancashire County Council will only store your information for as long as is legally required or in situations where there is no legal retention period they will follow established best practice.

Registration information is retained indefinitely or for periods as required by law. Personal information gathered for administering orders and appointments is retained for 13 months.

Your rights

You have certain rights under the UK General Data Protection Regulation (UK GDPR), these are the right:

  • to be informed via Privacy Notices such as this.
  • to withdraw your consent. If we are relying on your consent to process your data then you can remove this at any point.
  • of access to any personal information the council holds about yourself. To request a copy of this information you must make a subject access request in writing. You are entitled to receive a copy of your personal data within 1 calendar month of our receipt of your subject access request. If your request is complex then we can extend this period by a further two months, if we need to do this we will contact you. You can request a subject access request, either via a letter or via an email to Information Governance Team, address below.
  • of rectification, we must correct inaccurate or incomplete data within one month.
  • to erasure. You have the right to have your personal data erased and to prevent processing unless we have a legal obligation to process your personal information.
  • to restrict processing. You have the right to suppress processing. We can retain just enough information about you to ensure that the restriction is respected in future.
  • to data portability. We can provide you with your personal data in a structured, commonly used, machine readable form when asked.
  • to object. You can object to your personal data being used for profiling, direct marketing or research purposes.
  • in relation to automated decision making and profiling, to reduce the risk that a potentially damaging decision is taken without human intervention.

If you want to exercise any of these rights then you can do so by contacting:

Information Governance Team
Lancashire County Council
PO Box 78
County Hall
Preston
PR1 8XJ

Or email: dpo@lancashire.gov.uk

To ensure that we can deal with your request as efficiently as possible you will need to include your current name and address, proof of identity (a copy of your driving licence, passport or two different utility bills that display your name and address), as much detail as possible regarding your request so that we can identify any information we may hold about you, this may include your previous name and address, date of birth and what council service you were involved with.

Further information

If you would like more information about this specific service then please contact registrarslancashire@lancashire.gov.uk.

For more information about how we use personal information see Lancashire County Council's full privacy notice.

If you wish to raise a complaint on how we have handled your personal data, you can contact the Information Governance team who will investigate the matter.

Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ or email: dataprotection@lancashire.gov.uk

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).