Privacy notice for East Riding registration services

What do we use the information for?

We use this information to deliver our service of registering births, deaths, marriages and civil patrnerships. The personal information collected from you in order to register an event is required by law.   

If you fail to provide information you are required to give us you may, amongst other things, be liable to a fine, or we may not be able to provide the service you are applying for, such as a marriage or a civil partnership.

Personal information may also be collected from you if you are make an application to this office, for example for a certificate or to correct information contained in a register entry.

What information do we hold and use?

We collect and process information which is required by law for the purpose of you registering an event.

The information you provide will be held and processed by registration officers for this registration district. 

The superintendent registrar is a data controller for birth, marriage and death registrations and can be contacted at registration.service@eastriding.gov.uk.       

The local authority is a data controller for civil partnership registrations and can be contacted at data.protection@eastriding.gcsx.gov.uk.   

On what grounds do we use the information?

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 certain pieces of information.  

How do we collect this information?

We collect the information required electronically and paperbased for making registration entries, booking ceremonies and producing certified copy certificates with yourselves through:

• face to face private interviews.
  
• online applications
  
• postal applications
  
• over the phone applications

Who do we share your information with?

A copy of the information collected by a registration officer when registering an event  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

Further information on data held by the registration service and a full list of the organisations with whom registration data is shared, the purpose and the lawful basis for sharing the data can be found at data.protection@eastriding.gcsx.gov.uk. Alternatively, staff at this office will be able to provide the information.

How long do we store it and is it secure?

Registration information is retained indefinitely as required by law and held electronically on a national database. All registers are held in secure repositories or safes and retained indefinitely as required by law.

All legal associated registration paperwork is shredded in accordance with GROs retention policy.

Ceremony booking forms and checklists are paper copies and are held for 6 months after the ceremony then shredded.

The council has retention schedules in place to ensure that information is only held for as long as it is needed. For information on how long your information will be held visit the retention page.

What rights do you have?

• The right of access - You are entitled to see the information the service holds about you and can request a  certified copy of a registration by emailing data.protection@eastriding.gcsx.gov.uk 
  
• The right to rectification - If you believe any information the service holds about you to be incorrect please email registration.service@eastriding.gov.uk and we will amend the information accordingly.
  
• The right to restrict processing - Should you wish the service to limit how we use your data please email registration.service@eastriding.gov.uk with the reason for your request.  

Where can I find out more?

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.

If you want to know more about how the Council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance; contact details are available on the general privacy information page. Alternatively, you can contact the Information Commissioner’s Office.