Births, deaths and marriages

Change of Name Deed Privacy Notice

We keep the Change of Name Deed Privacy Notice under review. It was last reviewed and updated in February 2020.

If you have any questions about this Privacy Notice, contact the council’s Data Protection Officer.

View the privacy information for all of the City of York Council (CYC).

Personal data

Our Registration Service will collect your personal data and special categories of personal data when you make a change of name deed as follows:

  • collect and use your information in order to process your application for Change of Name deed
  • only ask you for necessary information
  • store your information securely and ensure it is only accessed by employees who are authorised to do so
  • keep your information for 10 years after the Change of Name deed is made, then confidentially and securely destroy and delete it

See further details about how we define personal data and non-personal data.

Collecting personal data

When collecting your personal data, we ask that you:

  • give us accurate information
  • tells us as soon as possible of any changes
  • tell us as soon as possible if you notice mistakes in the information we hold about you

If you fail to provide the information we ask for, we may not be able to process your application for a duplicate change of name deed.

Using personal data

We'll use the information you provide us with to:

  • verify your information if you apply for a duplicate change of name deed
  • enable us to provide a duplicate deed at your request

Note: We won't allow anyone else to apply for a copy of your change of name deed.

Sharing personal data

We may be required or permitted, under Data Protection legislation, to disclose your personal data without your explicit consent, for example if we have a legal obligation to do so, such as for:

  • law enforcement
  • fraud investigations
  • regulation and licensing
  • criminal prosecutions
  • court proceedings

We must protect public funds and may use personal data and data-matching techniques to detect and prevent fraud, collect taxes and ensure public money is targeted and spent in the most appropriate and cost-effective way.

Retaining personal data

We keep your information for 10 years and then dispose of it confidentially and securely.

At the end of the retention period, we may pass any relevant information to the City Archives where it is required or appropriate to do so.

Further processing of personal data

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, we'll provide you with a new notice.

The new notice will:

  • explain this new use before we start the processing
  • set out the relevant purposes and processing conditions

Where and whenever necessary, we'll seek your consent to the new processing, if we start to use your personal data for a purpose not mentioned in this Privacy Notice.

Your rights relating to personal data

When we collect your personal data, we'll tell you how we are going to use it. Where we process your personal data, you have a number of rights under data protection law.

See further details of your rights relating to personal data.

Also see

Data Protection Officer

West Offices, Station Rise, York, YO1 6GA

Telephone: 01904 554145