Annex A - List of Processing Activities for Registration Service

List of Processing Activities for Registrars, Superintendent Registrars and Registration Authorities

 

List of Processing Activities for Registrars, Superintendent Registrars and Registration Authorities

 

 

1.     Collection of data

 

ANNEX A
DATA PROVIDERPURPOSEINFORMATIONPERSONAL INFORMATIONSTATUTORY BASISLAWFUL 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

 

2.     Sharing of registration information

 

 

 

Civil Registration   services

RECIPIENT

PURPOSE

INFORMATION

PERSONAL INFORMATION

STATUTORY PROVISION

LAWFUL BASIS (Under   Article 6 GDPR)

Superintendent   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

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

 

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

 

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