Privacy Information Notice

May 2018
1. For the purpose of this document the term products and services refers to the
products and services provided by Her Majesty’s Passport Office and the General
Register Office for England and Wales. For more information see Introduction.

2. HM Passport Office will retain and record information from your application
electronically when you make an application for a passport or use civil registration
services online or using our paper forms. Your information may be used to check
HM Passport Office systems and services work securely and effectively. For more
information see How we use the personal information you provide us.

3. Information you’ve given may be checked against information held by other

organisations to decide whether to issue, refuse or withdraw a product or service.
For more information see Information from third parties.

4. HM Passport Office will pass information about your application or related records
to business partners and organisations in the UK and abroad when you use your
passport, obtain a service or when it is in the public interest to do so. For more
information on Data Processors see who has access to my personal information?

5. HM Passport Office may share information or application or related records to other

business partners or organisations. For more information see How is my information
shared.

6. HM Passport Office may pass your data outside of the United Kingdom to business
partners. For more information see Information transferred outside of the United
Kingdom.

7. You may be contacted by HM Passport Office for additional information or to ask

you about our service at a later stage. For more information see Rectification and
Erasure of Data and Restriction for Processing.

8. HM Passport Office will ensure that the information you supply to HM Passport
Office is accurately recorded on its records. You will have the right to see the
information that HM Passport Office holds about you. For more information see
Exercising your right to know what personal information we hold about you.

9. HM Passport Office will retain your personal information only for as long as is
necessary. For more information see Where is my personal data held and for how
long?

10. HM Passport Office may restrict the information it provides to you following requests
for information we hold about you for the purposes of law enforcement. For more
information see Law Enforcement Processing.

11. For more information on how to request information or register a complaint see
Other sources of advice and assistance or visit: HMPO Complaints Procedure.
12. If you deliberately give untrue or misleading information, HM Passport Office may
share information with the police in the UK or abroad and you could be prosecuted.
Privacy Information Notice

Contents

Introduction 5
Who is responsible for our services 5
Our commitment to you 5
How we use the personal information you provide us 6
Information from third parties. 7
Who has access to my personal information? 8
How is my information shared 9
What personal information is held on my passport? 10
What information is shown on a birth, death or marriage/ civil partnership certificate and
adoption? 11
Where is my personal data held and for how long? 12
Your rights in relation to the processing of your personal data 13
Rectification and Erasure of Data and Restriction of Processing. 13
Exercising your right to know what personal information we hold about you. 14
Exemptions to the right to subject access 15
Restrictions 15
Other sources of advice and assistance 16
Annex A. 17
Privacy Information Notice
Introduction
This policy explains your rights as an individual when using services provided by Her
Majesty’s Passport Office.

Who is responsible for our services

Her Majesty’s Passport Office (HM Passport Office) is responsible for the issue of the UK
passport and for administering the civil registration process in England and Wales.

The Director General of HM Passport Office, Mark Thomson, who is also the Registrar
General for England and Wales, is responsible for issuing passports on behalf of the
Home Secretary under the powers of the Royal Prerogative.

The Registrar General is responsible for the registration of life events such births, deaths,
marriages and civil partnerships in accordance with the law 1. The service is delivered
locally by registration officers and local authorities in England and Wales.

The Home Office at 2 Marsham Street, Westminster, London SW1P 4DF is the data
controller for Passport Data. The Registrar General is a data controller for civil registration
data who can be contacted at General Register Office, Trafalgar Road, Southport, PR8
2HH. The Superintendent Registrar is also a data controller for birth, death and marriage
registrations and the local authority is a data controller for civil partnership registrations
held locally.

The Data Protection Officer, James Alexander, can be contacted at Office of the DPO,
Peel Building, 2 Marsham Street, London SW1P 4DF or Email:
dpo@homeoffice.gsi.gov.uk

Our commitment to you

Our aim is to safeguard and manage your personal information and ensure that it is held
safely and securely. This will ensure that we protect your personal identity and support the
wider Home Office public protection agenda of combating fraud and identity theft.
We will do that by delivering policies and processes that meet the key values of:

Transparency: We will provide clear and accessible information about how and why we
gather, use, retain and share personal information as well as making customers aware of
how to exercise their rights to access or amend their information.

Trusted and Secure: We will ensure the security and accuracy of personal information,
protecting it from loss or unauthorised disclosure. We will ensure that we manage this
effectively, regularly monitoring and improving how our processes work.

. 1 The main legislation governing civil registration is the Births and Deaths Registration Act 1953, the
Marriage Act 1949 and the Civil Partnership Act 2004
Benefits to the Citizen: We will ensure that our management of personal information
delivers benefits to the law-abiding citizen, either as an individual (e.g. by helping people
travel abroad or access a service) or as a member of society (e.g. by helping protect the
public). We will only share personal information with others when Ministers have agreed
that such benefits exist in those circumstances, or where there is provision in law to
provide access to information.

Proportionality: We will only gather personal information that is needed for carrying out
our duties. We will not keep it for any longer than is necessary, ensuring that it is only seen
by those who need it to do their jobs. We will only share information with others where the
law allows this and we will provide the minimum amount of information needed to achieve
the benefit.

Value for Money: We will ensure that we manage our data in a cost effective way so to
ensure we deliver value for money to those who pay fees for our services.

For more information visit: https://www.gov.uk/government/organisations/hm-passport-

office/about
How we use the personal information you provide us
Personal data is processed lawfully under Article 6 (1) (c) and/or (e) of the General Data
Protection Regulation (GDPR). Article 6 (1) (c) relates to the lawful processing of personal
data for compliance with legal obligations to which the data controller is subject. Article 6
(1) (e) relates to the lawful processing of personal data necessary for the performance of a
task carried out in the public interest or in the exercise of official authority vested in the
data controller.

The personal information we hold about you is gathered when:

 You make an application for a passport

 You countersign a passport application
 You attend a passport interview
 We require further information from you or a third party to support your application
for a passport
 We receive information about your registration of a birth, death, marriage, civil
partnership in England and Wales from local registrars or from the British authorities
such as Armed Forces or a consul where the event is registered overseas.
 We receive information about a parental order, adoption or gender recognition
certificate
 You make an application for a certificate.
 We require further information from you in connection with a passport or registration
event, for example, if you apply for a birth, marriage or death entry to be corrected

This information will be used, as appropriate, to enable us to:

 Verify your identity and nationality in order to make a decision on your passport
application and assist in its delivery
 Create a central record of registration events and produce indexes to enable any
member of the public to apply for and obtain copies of certificates
 Complete our response to any queries or comments you may have, and
 Improve our customer services.
In some cases, we will send you a text or email acknowledging receipt of an application,
confirming successful completion of an application or to confirm an appointment, when you
have provided us with a mobile telephone number or email address. We will also attempt
to send you a text to remind you when your passport is reaching the end of its validity.

Information will be recorded as part of dealing with any applications or queries you make –
for example, case notes on how we make a decision on your passport application or
whether to correct a civil registration record, or audio recordings of a call made to our call
centre.

When using our online services, this sometimes involves placing small amounts of
information on your device, for example, computer or mobile phone. These include small
files known as cookies. They cannot be used to identify you personally. Our cookies policy
provides more information:

https://www.gov.uk/help/cookies

In addition, we may sometimes use the personal information we hold about you for a
number of other purposes:

 Customer Research: You may be contacted about the services we offer and to
get your opinion about how such services should be run in the future. Please see
“Exercising other important rights about your personal information” below for
information.
 Training and Assurance: We may use your personal information when training our
staff – primarily when training those conducting interviews or dealing with
customers over the telephone. We will also review your personal information as a
necessary part of conducting audits to ensure that our staff are carrying out their
duties effectively and in accordance with the law.
 Testing our systems: We prefer to use “dummy” or anonymised data for testing
our IT systems but exceptionally, we may need to use some of your personal
information to assist in testing our systems effectively where no other reasonable
alternative exists. In such circumstances, we ensure that the security and integrity
of your data is never put at risk.
 Statistical analysis: In order to review the effectiveness of our services, we will
collate information to measure and judge our performance. Wherever possible, we
will use anonymised data to achieve this but some of your personal information may
be involved in conducting such analysis where no reasonable alternative exists.

Information from third parties.

We may request information from other sources when you have applied for a passport or
contacted us about a registration event. We will do this in order to verify information or the
authenticity of supporting documents provided by you. This includes:

 Contacting a counter signatory of a passport application

 Obtaining information from other government departments or a credit reference
agency
 Contacting the issuer of a supporting document provided by you with your
application to ensure that it is authentic – this applies to documents issued in the
UK and overseas, and
  If you are called for a passport interview, obtaining information from other
government departments or a credit reference agency that helps the interviewer
confirm your identity and that the passport application we have checked belongs to
you
 Other than counter signatories, information from third parties will only be sought
where there is legal power to do so or it is expressly to prevent or detect criminal
activity.

Who has access to my personal information?

As part of our Operational processes your personal information will only be available to
those who have a need to see it in order to carry out their duties. We have put in place a
range of policies, processes, and system controls in order to enforce this principle. Staff
who have access to personal information must obtain security clearance and their activity
is subject to random audit and review.

A number of organisations are contracted by or subject to agreement with the Director

General of HM Passport Office to deliver HM Passport Office services. To do this, they will
often handle your personal data on our behalf and under our instructions. These
organisations, as “data processors”, conduct the following work:

 Sopra Steria: Opening passport applications received in the post and recording
their contents onto our passport application processing system; processing reports
of passports which have been reported as lost or stolen, and writing to you if we
need some additional information to support your application
 DXC: Developing and supporting our online application channel, passport
application processing system, passport records database and supporting IT
systems.
 De La Rue: Printing passports where an application has been approved by HM
Passport Office.
 DX Secure: Delivering passports and returning supporting documents in the UK.
 DHL: Delivering passports and returning supporting document to customers outside
of the UK.
 Credit reference agencies: Assisting with statistical analysis.
 VFS Global and TLScontact: provide passport application submission services,
interview facilitation, DNA facilitation, and passport and document collection
services overseas.
 The Foreign and Commonwealth Office and FCO Services: Receive and
facilitate processing of some British passport applications made overseas on our
behalf.
 Home Office Digital Data and Technology: Host and maintain the computer
systems used for the registration of births, deaths, marriages and civil partnerships
and for online certificate ordering.
 Post Office Ltd: Providing the Check & Send service which helps customers
submit applications to HM Passport Office.
 Teleperformance: Answering initial customer enquiries at our contact centre for the
Passport Advice line in the UK and sending letters to invite some applicants to an
interview
 Church of England and other denominations relating to marriage ceremonies
held in their buildings.
  Kainos, Equal Experts and Interact Consulting assist with software and
programme development of HM Passport Office systems.

HM Passport Office does not share data unless it is lawful, proportionate and relevant to
do so.

How is my information shared

HM Passport office may also share data with other government departments, law
enforcement agencies and local authorities to help fulfill their aims and objectives.

A copy of any register entry will be provided by the Registrar General 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 local office where the event was registered.

A central index of registration events is publicly available in order to help members of the
public identify the registration record they might need. Information about the indexes can
be found at Research your family history using the General Register Office.

Civil registrations records are also shared for:

 Statistical or research purposes

 Administrative purposes by official bodies e.g. for ensuring records are up to date
 Fraud prevention or detection.

A full list of the Registrar General’s data sharing arrangements can be found at Annex A

Other services provided by HM Passport Office include:

Passport validation service (PVS) to support the business community and government
departments in preventing fraud and crime.
This includes:
 Law enforcement agencies to help prevent and detect crime
 For employment purposes in order to check the immigration status of potential
employees
 Facilitate passport and consular services overseas, and
 Financial services to prevent or detect fraud.
 Other government agencies to help fulfill their aims and objectives.

The PVS service may confirm if a passport is valid based on information provided by a
PVS customer but will not disclose your personal information. Law enforcement
organisations, other government departments and financial bodies may access the Data
Verification Application (DVA) system records directly, and may therefore have access to
personal data. Data sharing will only take place where there is a statutory power in place
that permits the data sharing to occur.

Life Events Verification (LEV) is a service that currently provides for the electronic
verification of birth registration data to government departments. LEV will enable
government departments, including HMRC, UKVI, to verify births registered in England
and Wales after 2009 instead of checking a paper birth certificate.

Information transferred outside of the United Kingdom.

Information regarding the delivery of your passport or certificate may be shared with DHL
who provide a passport delivery services overseas. Your data may be stored outside of the
United Kingdom by DHL, but will be stored in a manner that meets HM Passport Office
standards.

HM Passport Office may share information with overseas law enforcement agencies such
as Europol or Immigration Enforcement Investigation for the purpose of preventing,
investigating and prosecuting crime and fraud overseas.

VFS Global and TLScontact, The Foreign and Commonwealth Office and FCO Services
receive and facilitate the processing of some British passport applications made overseas
on our behalf.

HM Passport Office may contact applicants and counter signatories from outside of the
United Kingdom, directly by email, text, phone or post. HM Passport Office cannot assure
the integrity of communications or IT systems which do not form part of HM Passport
Office services or those of its business partners.

What personal information is held on my passport?

Your passport will contain the following personal information:
Passport number
Surname
First name(s)
Date of birth Place of birth
Gender
Validity Digitised image (photograph)
Signature (if recorded digitally).

Your personal information, digitised image and signature are all located on the personal
details page of the passport. The page is in two parts. The upper part is for visual
inspection, while the lower part consists of two lines of print which can be read by special
passport-reading equipment at immigration controls – it contains no additional information
compared to what is listed on the page already. It simply repeats this information in a way
that can be easily read by such equipment.

In 2006, HM Passport Office introduced the e-passports, which include a chip. The chip
stores your digitised image and the personal information printed on the personal details
page of your passport and so there is no personal information held on the chip that you
cannot see already.
Once information has been placed on the chip, it cannot be amended. When the chip is
being read by passport reading equipment, the information on the chip is protected against
third parties reading the information from a distance (known as “eavesdropping” or
“skimming”) by an advanced digital encryption technique.
What information is shown on a birth, death or marriage/ civil
partnership certificate and adoption?
The format of birth, marriage and death certificates has varied over the years and the
content may differ depending on when the event was registered, but generally speaking
will include the following information:
Birth:
Registration district and sub district of birth
Entry number, date and place of birth
Name and surname
Gender
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

Death:
Registration district and sub district of death
Entry number
Gender, date and place of death
Name, surname, maiden name (if applicable)
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

Marriage:
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

Adoption:
Entry number
Date of birth
Registration district and sub district of birth, or place and country of birth (if born abroad)
Name and surname
Gender
Name and surname, address and occupation of the parent(s) of the adopted child
Date of adoption order or date on which the adoption was effected
Description of court by whom effected
Date of entry
Signature of officer deputed by Registrar General to attest the entry

Civil Partnership:
Registration Authority where the civil partnership was registered
Date and place of civil partnership registration
Name and surname of civil partners
Date of birth, gender, 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

Where is my personal data held and for how long?

The databases hosting passport and civil registration records are located in the UK and
are subject to security oversight and review in compliance with agreed Government
standards. A record held in other formats such as paper or microfiche are similarly subject
to oversight and review.

Where you have applied for a passport overseas, records of your application are held
securely overseas at consular posts by our partner VFS Global and TLScontact or the
Foreign and Commonwealth Office. In some circumstances, our market research partners
may store information securely overseas when they are collecting information from
participants. We tell participants when this is the case at the point of collection.

Where you have applied for a passport or a certificate, the information gathered will be
destroyed at different times based on the information in question and how long it is
necessary to keep it. For example: Personal information obtained from other organisations
in order to verify information on a passport application or to support an interview will be
deleted 28 days after a passport has been issued. Such information may be retained for
longer where the application was refused or it is required for the purpose of the prevention
or detection of crime.

Information about passport deliveries are ordinarily retained for three months for UK
deliveries and six months for overseas deliveries in order to address any subsequent
queries from customers and to retain evidence of delivery or attempted delivery. Such
information may be retained for longer where it is required for the purpose of the
prevention or detection of crime.
We keep records of civil registration events indefinitely as a record to which the public has
access. In addition, records of what passports have been issued and the key information
included on such passports are kept for 80 years.

We keep our retention periods under review and will update this section should we make
changes.

For more information see What to keep: Home Office guide to managing information.

Your rights in relation to the processing of your personal data

We will ensure that we fulfil our legal duty to comply with the General Data Protection
Regulation, including meeting your rights to:
 Request a copy of the personal information we hold about you, subject to a number
of exceptions under data protection and civil registration law.
 Make sure that the personal information we hold about you is accurate and ask for
a correction if necessary and where legislation allows.
 Expect your personal information gathered during the passport process is never
used for the purpose of direct marketing. Please note that civil registration records
are records to which the public have access and it is a matter for any purchaser of
that record to ensure that personal information is used lawfully.
 Expect processing of your personal information in a way that is likely to cause you
damage or distress is prevented or ceased.
 Ask that a decision which would significantly affect you should not be taken by
automatic means.

Rectification and Erasure of Data and Restriction of Processing.

HM Passport Office will do its upmost to ensure it records accurately the information
provided on applications. If errors exist applicants can contact HM Passport Office to
correct records. Evidence may be requested to support a request for change in order to
reduce the risk of crime or fraud. HM Passport Office may refuse to amend records where
sufficient evidence is not available or where request are not within its legal jurisdiction.

The personal data collected from applications is used to administer existing services, such
as confirming the validity of passports or protecting individuals against fraudulent
applications submitted in their identity. The erasure or restricted processing of data
collected would have a disproportionate impact upon the ability of HM Passport Office to
carry out its core functions. Requests for restrictions of processing will be restricted to
requests to be excluded from market research.

If you do not wish to be contacted for market research purposes you can contact
customerinsight@hmpo.gsi.gov.uk asking to be opted out of market research. In your email
you should provide providing the following information:
Title
Full Name
Address
Date of Birth
Email address
Exercising your right to know what personal information we hold about
you.
You have the right to be told if HM Passport Office holds any personal information about
you and if so to be given a copy. The personal information must be provided to you in a
clear form. These are sometimes known as “subject access” rights.

The General Data Protection Regulation also gives you other rights about how your
personal information is handled. An individual has the right to:

 Ensure that the personal data held by HM Passport Office about them is accurate

 Be assured that their data is never used for the purpose of direct marketing

 Have processing of their data prevented or ceased if it is conducted in a manner

which is likely to cause them damage or distress, and

 Object and state if they do not wish to have a decision which would have a
significant effect on them taken by automatic means.

Making a request
If you would like to apply for a copy of your personal information, you should:
Make a request in writing using the details below
Provide us with information to help find your records. At a minimum, this should include:

 Your name
 Your date of birth
 Your address
 Any previous name you were known by

If applicable, your UK passport number, (if you have lost your passport, please try to
provide us with an approximate date and place of issue).

Provide us with a means of verifying your identity. The best way of doing this is to provide
a copy of the personal details page of your passport. If you do not have a passport, we will
accept a photocopy of your photo card driving licence or another form of official photo ID.

Where your request applies solely to information about you contained as part of a civil
registration record, such as your birth registration, you should make an application for a
copy of the certificate by applying online through the GOV.UK website:
https://www.gov.uk/order-copy-birth-death-marriage-certificate
Or by contacting your local Registration office at your local authority.

We have developed a subject access request form for you to use. You do not have to use
it in order to make a subject access request. However, it is a useful guide to help you
provide all the information we need in order to deal with your application as quickly and
smoothly as possible. Download the Subject access request form here.
We will be happy to help you complete the request. The Citizens Advice Bureau may also
be able to help.

Contact details for making a subject access request:

Disclosure of Information Section
Her Majesty’s Passport Office
Aragon Court
Northminster Road
Peterborough
PE1 1QG
Email: DPA.Queries@hmpo.gsi.gov.uk
Exemptions to the right to subject access
There may be some cases where we do not provide you with all the information we hold
about you. This occurs when some specific exemptions within the General Data Protection
Regulation and the Freedom of Information Act 2000 are used or in order to comply with
civil registration law. For example, we are allowed to refuse requests where providing
personal information would be likely to:

Prejudice the prevention or detection of crime (see Law Enforcement Processing below)
Disclose personal information about another person
Disclose adoption records for those not yet 18 years old
Disclose information which relates to a person who has made an application under the
Gender Recognition Act.

When we use an exemption set out in legislation, we will let you know about this in our
response to your request. Consideration will be carried out in accordance with the Guides
to Information provided by the Information Commissioner’s Office.

Law Enforcement Processing

Law enforcement processing is carried out by the Home Office acting as a data controller
where the primary purpose of the processing is for the ‘prevention, investigation, detection
or prosecution of criminal offences or the execution of criminal penalties, including the
safeguarding against and the prevention of threats to public security’.

When the Home Office is carrying out law enforcement processing, it may not always be
appropriate to provide this information at the point of data collection, or directly to a data
subject. This is because it could potentially undermine the law enforcement purpose for
which the data is being processed. Further information see Home Office personal
information charter.
Restrictions
HM Passport Office may restrict your right to information if doing so would be a necessary
and proportionate measure to:
a) avoid obstructing an official or legal inquiry, investigation or procedure;
b) avoid prejudicing the prevention, detection, investigation or prosecution of criminal
offences or the execution of criminal penalties;
c) protect public security;
d) protect national security; or
e) protect the rights and freedoms of others.

In such circumstances HM Passport Office will notify you in writing of the following:
 what information has not been provided, and the reasons for this;
 your rights of complaint to the Information Commissioner, and to apply to a court.
This requirement to provide information about the exercise of the restriction does not apply
if the Home Office decides this would undermine the purpose of applying the restriction.
Other sources of advice and assistance
You also have the right to complain to the Information Commissioner’s Office about the
way we are handling your personal information.

Further information and advice can be obtained from the Information Commissioner and
the Citizens Advice Bureau, whose contact details are as follows:
The Office of the Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Website: ICO.org.uk

Citizen Advice Bureau:

To find your nearest Citizens Advice Bureau, go to the “Get advice” pages of the Citizens
Advice website
 Annex A.

List of personal data processing activities by the Registrar General

1. Collection of personal data

DATA PURPOSE INFORMATION PERSONAL STATUTORY LAWFUL BASIS

PROVIDER DATA BASIS (Under Article 6
GDPR)
Superintendent To compile Registration district and Yes S27 Births and 6 (c) legal obligation
registrar and maintain a sub district of birth Deaths Registration
central record Act 1953 The rights to object to
Entry number, date and
of birth place of birth processing of
registrations personal data or have
Name and surname
personal data erased
Sex
do not apply
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
Superintendent To compile Registration district and Yes, in S27 Births and 6 (c) legal obligation
registrar and maintain a sub district of death relation to Deaths Registration
central record informant’s Act 1953 The rights to object to
Entry number, date and
of death details processing of
place of death
registrations personal data or have
Name, surname, personal data erased
maiden name (if do not apply
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
Superintendent Statistical In relation to birth: Yes, as S3 Population 6 (c) legal obligation
registrar purposes linked to Statistics Act 1938
Age of mother
registration The rights to object to
Age of father or parent record processing of
(if registered) personal data or have
No. of previous children personal data erased
Date of marriage or civil do not apply
partnership of parents
(if appropriate)
 Whether the mother
had any marriage or
civil partnership before
that date
In relation to death:
Condition of deceased
(i.e. single, married,
etc)
Age of surviving
spouse or civil partner
(if any)
Superintendent Statistical In relation to birth: Yes, as No provision as 6 (e) public task
registrar purposes linked to collected voluntarily
Industry of employment
registration The right to have
and employment status
record personal data erased
In relation to death: does not apply
Length of stay in a
communal
establishment
Industry of employment
and employment status
of deceased
Superintendent To compile District of marriage Yes S58 Marriage Act 6 (c) legal obligation
registrar and maintain a 1949
Place of marriage
central record The rights to object to
of marriage Entry number processing of
registrations Date of marriage personal data or have
Name and surname of personal data erased
parties to the marriage do not apply

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
Parties who To compile Registration Authority Yes S30 Civil 6 (c) legal obligation
have formed a and main a where the civil Partnership Act
civil partnership central record partnership was The rights to object to
of civil registered processing of
partnership personal data or have
Date and place of civil
registrations personal data erased
partnership registration
do not apply
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

Adoption court To compile Entry number, date and Yes S77 Adoption and 6 (c) legal obligation
orders from and maintain a place of birth Children Act 2002
relevant courts central record The rights to object to
Name and surname
in England and of adoptions processing of
Wales and some Sex personal data or have
overseas Name, surname personal data erased
adoptions address and do not apply
occupation of parents
Date of adoption and
name of court
Date of entry
Officer who attested the
entry
2. Sharing of registration information

RECIPIENT PURPOSE INFORMATION PERSONAL STATUTORY LAWFUL BASIS

DATA PROVISION (under Article 6
GDPR)
Applicant for To obtain a Where the applicant can Yes S30 and 33 Births 6 (c) legal obligation
a certificate certified copy of a identify the relevant entry and Deaths
birth, death, and pay the fee, all the Registration Act The rights to object
marriage, civil information in a birth, 1953 to processing of
partnership or death or marriage entry; personal data or
adoption entry name, surname and date S65 Marriage Act have personal data
of birth for a short birth or 1949 erased do not apply
adoption certificate; full
details from a civil Regulation 13 Civil
partnership entry where Partnership
the applicant can provide (Registration
the address of the civil provisions)
partners; all information Regulations 2005
excluding address of the
civil partners where the S78 Adoption and
applicant cannot provide Children Act 2002
it.
Statistics To support UK Birth, Death, Still-birth, Yes S42 Statistics and 6 (e) public task
Board Statistics Authority Adoption, Marriage and Registration Service
(Office for requirement to Civil partnership Act 2007 The right to have
National produce registrations personal data
Statistics) statistical Any other birth or death erased does not
information information received by apply
the RG (includes Birth,
Still-birth, and Death
confidential and voluntary
statistical information)
Secretary of To assist the Birth, Death and Yes S270 National 6 (e) public task
State for Secretary of State Adoption registrations. Health Service Act
Health and in the Any other birth and death 2006 The right to have
Social Care performance of information kept under personal data
functions in legislation erased does not
relation to health apply
Welsh To assist Welsh Birth, Death and Yes S.201 National 6 (e) public task
Ministers (for Ministers in the Adoption registrations. Health Service
Health) performance of Any other birth and death (Wales) Act 2006 The right to have
functions in information kept under personal data
relation to health legislation erased does not
apply
Department For research For research purposes Yes, in S32 Children and 6 (e) public task
for purposes any information that relation to Young Persons Act
Education relates to a person who the parents 2008 The right to have
was or may have been of the personal data
under 18 at the time of deceased erased does not
death and the apply
informant
Public sector For the Verification of birth, death Yes Schedule 6 6 (e) public task
agencies prevention, and marriage registration Immigration Act
and law detection, information when 2014 The right to have
enforcement investigation and requested personal data
organisation prosecution of erased does not
s offences apply
Her To assist the Verification of information Yes S10 Identity 6 (e) public task
Majesty’s Home Secretary provided for the purposes Documents Act
Passport in the of, or in connection with, 2010 The right to have
office performance of an application for the personal data
duties in issue of a passport, or erased does not
connection with determining whether to apply
passport issue withdraw an individual’s
passport
Variety of For the RG to A microfiche subset of Yes S30 Births and 6 (c) legal obligation
Libraries and provide an index birth, death, marriages, Deaths Registration
Records of registration civil partnership, adoption Act 1953 The rights to object
Offices events and overseas indexes to processing of
S65 Marriage Act personal data or
1949 have personal data
erased do not apply
Regulation 13 Civil
Partnership
(Registration
provisions)
Regulations 2005

S78 Adoption and

Children Act 2002
Adopted To enable Information to allow them Yes S79 and Schedule 6 (c) legal obligation
People adopted people to to purchase a certificate 2 Adoption and
trace their original of original birth record Children Act 2002 The rights to object
birth record to processing of
personal data or
have personal data
erased do not apply
Adoption To enable Information from the Yes Regulation 13 6 (c) legal obligation
Agencies adopted people to Adopted Children Adoption
(Intermediar trace their original Register, Adoption Information and The rights to object
y Agencies) birth record and Contact Register, court Intermediary to processing of
make contact with details and original birth Services (Pre- personal data or
birth relatives details as required Commencement have personal data
Adoptions) and erased do not apply
equivalent Welsh
Regulations 2005.
The Disclosure of
Adoption
Information
(Post-
Commencement
Adoptions)
Regulations 2005
Regulation 18
Access to
Information (Post-
Commencement
Adoptions) (Wales)
Regulations 2005
Adopted To facilitate Information from adopted Yes S80 Adoption and 6 (c) legal obligation
people and contact between people and their relatives Children Act 2002 The rights to object
birth adopted people which is necessary to to processing of
relatives and birth relatives complete an application personal data or
for the Adoption Contact have personal data
Register erased do not apply