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York Register Office Privacy Notice Annex A1

York Register Office Privacy Notice Annex A1

Processing activities and data collected for registrars, superintendent registrars and registration authorities:

A qualified informant is a person permitted in law to register a birth, death or still-birth.

To complete a birth registration (including still birth)

Data provider:

  • Qualified informant

Data to be provided:

  • 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

Personal information:

  • Yes

Statutory basis for collection of data:

  • S1 Births and Deaths Registration Act 1953
  • Regulation 7 Registration of Births and Deaths Regulations 1987

Lawful basis for collection of data (under Article 6 GDPR):

  • 6 (c) legal obligation
  • The rights to object to processing of personal data or have personal data erased do not apply

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Statistical purposes, linked to birth registration (1)

Data provider:

  • Qualified informant

Data to be provided:

  • Age of mother
  • Age of father or parent (if registered)
  • Number 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

Personal information:

  • Yes, as linked to the birth registration

Statutory basis for collection of data:

  • S1 Population Statistics Act 1938

Lawful basis for collection of data (under Article 6 GDPR):

  • 6 (c) legal obligation
  • The rights to object to processing of personal data or have personal data erased do not apply

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Statistical purposes, linked to birth registration (2)

Data provider:

  • Qualified informant

Data to be provided:

  • Industry of employment and employment status

Personal information:

  • Yes, as linked to the birth registration

Statutory basis for collection of data:

  • No provision (collected voluntarily)

Lawful basis for collection of data (under Article 6 GDPR):

  • 6 (e) public task
  • The right to have personal data erased does not apply

Back to processing activities

To complete a death registration

Data provider:

  • Qualified informant

Data to be provided:

  • 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 occupation of the spouse of the deceased
  • Name, surname and usual address of the informant
  • Cause of death
  • Date of registration
  • Name of the registrar

Personal information:

  • Yes, in relation to informant’s details

Statutory basis for collection of data:

  • S15 Births and Deaths Registration Act 1953

Lawful basis for collection of data (under Article 6 GDPR):

  • 6 (c) legal obligation
  • The rights to object to processing of personal data or have personal data erased do not apply

Back to processing activities

Statistical purposes, linked to death registration (1)

Data provider:

  • Qualified informant

Data to be provided:

  • Condition of deceased (single, married etc)
  • Age of surviving spouse or civil partner (if any)

Personal information:

  • Yes, as linked to death registration which contains the informant’s details

Statutory basis for collection of data:

  • S1 Population Statistics Act 1938

Lawful basis for collection of data (under Article 6 GDPR):

  • 6 (c) legal obligation
  • The rights to object to processing of personal data or have personal data erased do not apply

Back to processing activities

Statistical purposes, linked to death registration (2)

Data provider:

  • Qualified informant

Data to be provided:

  • Length of stay in a communal establishment
  • Industry of employment and employment status of the deceased

Personal information:

  • Yes, as linked to death registration which contains the informant’s details

Statutory basis for collection of data:

  • No provision (collected voluntarily)

Lawful basis for collection of data (under Article 6 GDPR):

  • 6 (e) public task
  • The right to have personal data erased does not apply

Back to processing activities

To complete a death registration and statistical purposes

Data provider:

  • Doctor certifying a death via a qualified informant

Data to be provided:

  • 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

Personal information:

  • Yes

Statutory basis for collection of data:

  • S22 Births and Deaths Registration Act 1953

Lawful basis for collection of data (under Article 6 GDPR):

  • 6 (c) legal obligation
  • The rights to object to processing of personal data or have personal data erased do not apply

Back to processing activities

To complete a death registration - Coroner

Data provider:

  • Coroner

Data to be provided:

  • Information required to complete a death registration and coroner’s name
  • May include informant’s details

Personal information:

  • Yes

Statutory basis for collection of data:

  • S23 Births and Deaths Registration Act 1953

Lawful basis for collection of data (under Article 6 GDPR):

  • 6 (c) legal obligation
  • The rights to object to processing of personal data or have personal data erased do not apply

Back to processing activities

Marriage notice

Data provider:

  • Party to a marriage

Data to be provided:

  • Name and surname
  • Date of birth
  • Sex
  • Condition
  • Occupation
  • Address
  • Period of residence
  • Place of marriage
  • Nationality
  • Immigration status, if applicable

Personal information:

  • Yes

Statutory basis for collection of data:

  • S27 Marriage Act 1949
  • Regulation 4 Registration of Marriage Regulations 2015

Lawful basis for collection of data (under Article 6 GDPR):

  • 6 (c) legal obligation
  • The rights to object to processing of personal data or have personal data erased do not apply

Back to processing activities

Marriage registration

Data provider:

  • Party to a marriage

Data to be provided:

  • 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

Personal information:

  • Yes

Statutory basis for collection of data:

  • S53 Marriage Act 1949
  • Regulation 12 Registration of Marriage Regulations 2015

Lawful basis for collection of data (under Article 6 GDPR):

  • 6 (c) legal obligation
  • The rights to object to processing of personal data or have personal data erased do not apply

Back to processing activities

Civil partnership notice

Data provider:

  • Party to a civil partnership

Data to be provided:

  • Name and surname
  • Date of birth
  • Sex
  • Condition
  • Occupation
  • Address
  • Period of residence
  • Place of formation of civil partnership
  • Nationality

Personal information:

  • Yes

Statutory basis for collection of data:

  • S8 Civil Partnership Act 2004
  • Regulation 3 Civil Partnership (Registration Provisions) Regulations 2005

Lawful basis for collection of data (under Article 6 GDPR):

  • 6 (c) legal obligation
  • The rights to object to processing of personal data or have personal data erased do not apply

Back to processing activities

Civil partnership register

Data provider:

  • Party to a civil partnership

Data to be provided:

  • 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 for each civil partner
  • Mother’s name, surname and occupation for each civil partner
  • Signatures of civil partners
  • Name and surname of witnesses
  • Signature of civil partnership registrar

Personal information:

  • Yes

Statutory basis for collection of data:

  • Civil Partnership Act 2004
  • Regulation 11 Civil Partnership (Registration Provisions) Regulations 2005

Lawful basis for collection of data (under Article 6 GDPR):

  • 6 (c) legal obligation
  • The rights to object to processing of personal data or have personal data erased do not apply

Back to processing activities