Registrars data collection and sharing

Collection of data

TABLE TITLE
Data provider Purpose Information Personal information Statutory basis Lawful basis
*Qualified informant To complete a 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 Statistical purposes 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 Statistical purposes Industry of employment and employment status Yes, as linked to the birth registration No provision (collected voluntarily) 6 (e) public task The right to have personal data erased does not apply
*Qualified informant To complete a 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 Statistical purposes 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 Statistical purposes 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 (collected voluntarily) 6 (e) public task The right to have personal data erased does not apply
Doctor certifying a death via a qualified informant* To complete a death registration and statistical purposes Name and age of deceased,
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,
Signature of certifying doctor,
Residence and qualification
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
Coroner To complete a death registration Information required to complete a death registration and coroner’s name. May include informant’s details Yes S23 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)
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
Home Office (United Kingdom Visas and Immigration/Immigration and Enforcement ) via applicant for citizenship Citizenship ceremony Name and surname,
Date of birth,
Sex,
Address,
Place of birth,
Country of birth
Yes Regulation 6A British Nationality (General) (Amendment) Regulations 2003 6 (c) 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

Civil Registration services
Recipient Purpose Information Personal information Statutory provision Lawful basis
Applicant for a certificate To obtain a certified copy of a birth, death, marriage or civil partnership entry Where the applicant can identify the relevant entry and pay the fee, all the information contained in a birth, death or marriage entry; name, surname and date of birth for a short certificate; full details from a civil partnership entry where the applicant can provide the address of the civil partners; all information excluding address of the civil partners where the applicant cannot provide it. Yes S31 and S33 Births and Deaths Registration Act 1953 S64 Marriage Act Regulation 15 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
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
Superintendent registrar 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 S27 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
Registrar General 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
Registrar General To support UK Statistics Authority requirement to produce statistical information Birth, still-birth and death voluntary particulars Yes No provision (collected voluntarily) 6 (e) public task The right to have personal data erased does not apply
Registrar General 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
Registrar General 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
Registrar General 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
Registrar General Crime fighting purposes Suspicious applications for birth certificates, benefit fraud, fraudulent documents etc Yes Schedule 6 Immigration Act 2014 6 (e) public task The right to have personal data erased does 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

Other Government Departments

Civil Registration services
Recipient Purpose Information Personal information Statutory provision Lawful basis
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 S125 Social Security Administration Act 1992 The Social Security (Notification of Deaths) Regulations 2012 Provision under review Not applicable as not personal information Not applicable as not personal information
Department for Work and Pensions To support the Tell us Once birth service Birth information from registrations and declarations Yes S19A Registration Service Act 1953 6 (e) public task 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 task The right to have personal data erased does not apply
Home Office (United Kingdom Visas and Immigration/Imm igration and Enforcement) HO Immigration enforcement action Marriage and civil partnership notice information for those in scope of the referral and investigation scheme Yes S28H Marriage Act 1949 S12A Civil Partnership Act 2004 6 (c) legal obligation The rights to object to processing of personal data or have personal data erased do not apply
Home Office (United Kingdom Visas and Immigration/Imm igration and Enforcement) HO Immigration enforcement action Information held by the registration officer in relation to sham marriages Yes S24 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
Home Office (United Kingdom Visas and Immigration/Imm igration and Enforcement) HO Immigration enforcement action Information held by the registration officer (S24A Sham CP) Yes S24A 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
Home Office (United Kingdom Visas and Immigration/Imm igration and Enforcement) 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 task The right to have personal data erased does not apply
Home Office (United Kingdom Visas and Immigration/Imm igration and Enforcement) HO Immigration enforcement action Information held by the registration officer where request received Yes Schedule 6 Immigration Act 2014 6 (e) public task The right to have personal data erased does not apply
Home Office (United Kingdom Visas and Immigration/Imm igration and Enforcement) HO Immigration enforcement action 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
Home Office (United Kingdom Visas and Immigration/Imm igration and Enforcement) To inform the HO of new citizens who have attended a citizenship ceremony Names of attendees at citizenship ceremonies Yes Regulation 6A British Nationality (General) (Amendment) Regulations 2003 6 (c) legal obligation The rights to object to processing of personal data or have personal data erased do not apply

Local Authorities

Civil Registration services
Recipient Purpose Information Personal information Statutory provision Lawful basis
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 1992 Reg 5 Council Tax (Administration and Enforcement) Regulations 1992 Not applicable as not personal data
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 task 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 task The right to have personal data erased does not apply

Others

TABLE TITLE
Recipient Purpose Information Personal information Statutory provision Lawful basis
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 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 task 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 task 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 task 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