This Privacy Notice is designed to help you understand how and why the Registrars Service, processes your personal data. This notice should be read in conjunction with the Council’s Corporate Privacy Notice.
Who are we?
Redcar and Cleveland Borough Council are a ‘Data Controller’ as defined by Article 4(7) of the General Data Protection Regulation (GDPR) for civil partnership registrations and can be contacted at The Register Office, Redcar & Cleveland Leisure and Community Heart, Ridley Street, Redcar, TS10 1TD
The Superintendent Registrar is the Data Controller for birth, marriage and death registrations and can be contacted at The Register Office, Redcar & Cleveland Leisure and Community Heart, Ridley Street, Redcar, TS10 1TD
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, PR8 2HH.
The Council has appointed Veritau to be its Data Protection Officer. Their contact details are:
Data Protection Officer
The DPO can be contact by emailing DPO@redcar-cleveland.gov.uk or calling 01904 552848.
What personal information do we collect?
As part of the registration process we will collect personal information such as:
- Contact details
- Payment details
- Marital status (if relevant)
- Occupation (if relevant)
We may indirectly collect ‘Special Category Data’ about you, for example:
- Sexual orientation (for civil partnerships)
- Religious or philosophical beliefs (ceremony details)
- In some cases we may need to record details of any gender changes if required to do so by a Court
- In some circumstances we may also need to request a photograph and information regarding Immigration status.
Why do we collect your personal information?
Personal information is collected from you in order to register an event and is required by law.
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.
Who do we share this information with?
The information you provide will be held and processed by registration officers for this registration district and may be shared with other districts where appropriate. For example via birth and death declarations where the event occurred in another district or via notices of marriage where a marriage is taking place in another district.
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. Indexes are available in paper format.
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.
A copy of any register entry 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.
We will only share information where there is a lawful basis to do so for the following reasons:
- Statistical or research purposes
- Administrative purposes by official bodies e.g. ensuring their records are up-to-date in order to provide services to the public
- 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 is available upon request.
What is the ‘Tell Us Once’ Scheme?
Tell Us Once is a service that lets you report a death to most government organisations in one go.
This service is provided by the Department for Work and Pensions (DWP) on behalf of Government. The service is a voluntary service which you can elect to use. By giving your consent to the use of the data you provide. The service is administered in Redcar and Cleveland, for DWP, by the Council Registrar for the notification of Deaths only.
When you tell the registrar about a death they will send the details to DWP. We do not keep a copy of the data that is submitted neither is it retrievable by ourselves once submitted it.
Please note that we do not use the Tell Us Once scheme for its own internal records/databases.
How long do we keep your information for?
Registration information is retained indefinitely as required by law.
What is our lawful basis for processing your information?
Redcar and Cleveland Borough Council relies on the following lawful basis to process your personal data:
- UK GDPR Article 6(1)(c) Legal obligation: the processing is necessary for us to comply with the law
When processing special category data, the Council will rely on the following lawful basis:
UK GDPR Article 9(2)(g) – processing is necessary for reasons of substantial public interest with processing meeting Schedule 1, Part 2 of the Data Protection Act 2018 as below:
- (6) Statutory and government purposes
The main legislation which governs the collection of registration information is:
- Births and Deaths Registration Act 1953
- Registration of Births and Deaths Regulations 1987
- Population Statistics Act 1938
- Marriage Act 1949
- Civil Partnership Act 2004
- Immigration Act 2014
You may be legally obliged by these acts, and other pieces 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.
For more information about how the Council uses your data, including your privacy rights and the complaints process, please see our Corporate Privacy Notice.