Privacy Notice - Registration Services

This policy explains how the information we collect about you is used and your rights in relation to that information

How we will use your information

This document explains how the information we collect about you is used and your rights in relation to that information. 

Personal information collected from you in order to register an event is required by law.

The main legislation which governs the collection of registration information is:

• The Births and Deaths Registration Act 1953
• The Marriage Act 1949
• The Civil Partnership Act 2004

You may be legally obliged by these acts, and other places of legislation, to provide certain pieces of information.  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 make an application to this office, for example, for a certificate or to correct information contained in a register entry.

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

A copy of any register entry held at this office will be provided by this office, in accordance with the law, to any applicant, provided they supply enough information to identify the entry concerned and pay the appropriate fee.

The copy may only be issued in the form of a paper certified copy (a 'certificate').

An application for a certificate may also be made to the General Register Office.

Indexes for events registered at this office are publicly available in order to help members of the public identify the registration record they might need.

A copy of the information collected by a registration officer 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 Annexe A below.

Other services

We also offer non-statutory services as follows:

• Naming Ceremonies
• Re-affirmation of Vows Ceremonies

We use names and contact details to make appointments for these services.  For Naming and Re-affirmation ceremonies we retain a record or the occasion that includes names, date and place of the event.  This information is only retained for audit purposes and data, or information is not shared.

Electronic appointment and ceremony booking system

We use an online booking system for the recording of Births, Deaths, Marriages and Citizenship appointments and for marriage, civil partnership, naming and re-affirmation ceremonies.

Data is retained for the fulfilment of the appointment.  Appointment and ceremony bookings are made in advance and are finished after the booking has been fulfilled.  After which, data is only used for statistical purposes and to refer to if required.

The nature of the processing is collection of the data through online forms completed by customers (members of the public) or by a member of the registration service staff under the customer's instruction.

The purpose of the processing is to enable the service to schedule the appropriate appointment or ceremony.

The type of data we may process in the system:

• Names
• Dates of birth
• Dates of death
• Dates of ceremonies
• Addresses, email addresses and telephone numbers
• Marital status
• Disabilities
• Nationality
• Informants' names

Members of the public are data subjects

Data is archived and removed according to the Registration Service Retention Policy.

Electronic Display of Marriage and Civil Partnership Notices

We use a digital display of marriage and civil partnership notices.  Data is held for the duration of the notice period.  Currently, that is 28 days for marriage or civil partnerships.

The nature of the processing is collection of the data through notice of marriage and civil partnership appointments.  The purpose of the processing is to enable the service to display the notices as required by law.

The type of data we may process in the system:

• Names
• Date of birth
• Date of ceremony (not on public display)
• Sex
• Marital status
• Occupation
• Place of residence (not on public display in a civil partnership notice)
• Period of residence within the district
• Location of ceremony
• Nationality

Parties to be married or form a civil partnership are the data subjects.

Data is archived and removed according to the Registration Service Retention Policy.

Your Rights (including Complaints Procedure)

You have the right to request access to the personal information we hold about you, to be informed about the collection and use of your personal information, for incorrect information to be corrected (where the law permits) and to request us to restrict the processing of your personal information.  In certain circumstances you have the right to object to the processing of your personal information.  Your information will not be subjected to automated decision-making.

If you have any questions or concerns about the collection, use or disclosure of your personal information, please contact the Superintendent Registrar.

If you are unhappy with the way that Powys Registration Service has handled your request or information, you have the right of complaint.  Please contact the service area detailed at the top of this document outlining your issues.

Please follow this link for further information on the complaints process. Complaints' Policy

If you remain unhappy you also have a right of complaint to the Information Commissioner's Office.  Details on how you can do this can be found at:

https://ico.org.uk/

How long will be retain your information?

Details of retention periods

We will not keep your information longer than it is needed or where the law states how long this should be kept.  We will dispose of paper records or delete any electronic personal information in a secure way according to a defined Retention Policy. How long Powys Registration Service retains information is determined through statutory requirements or best practice.

• Registration information is retained indefinitely as required by law
• Information contained in certificate applications is retained for 2 years
• Information contained in notices of marriage or civil partnership is retained for 5 years
• Personal details recorded in general appointment schedules are anonymised 2 years after the appointment
• Personal details recorded for the purposes of ceremony bookings are anonymised 2 years after the ceremony took place or was due to take place

Identity of Data Controller and Data Protection Officer

The Superintendent Registrar is a data controller for birth, marriage and death registrations and the local authority is a data controller for civil partnership registrations.

Please contact: Superintendent Registrar, The Gwalia, Ithon Road, Llandrindod Wells, Powys LD1 6AA

Tel:  01597 827468

Email:  registrars@powys.gov.uk 

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 PR2 2HH