Data Sharing Arrangements for Registration Service

Information about our data sharing arrangements and how Kensington and Chelsea Registration Service processes your data in accordance with legal requirements.

Data Sharing Arrangements

Processing activities for registrars, superintendent registrars and registration authorities are included below.

1. Collection of data

Qualified informant
 

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

Birth registration (including still birth)

Information required:

  • 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 collected: Yes

Statutory basis:

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

Lawful basis (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

Birth registration - part a

Information required:

  • 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 collected: Yes, as linked to the birth registration

Statutory basis: S1 Population Statistics Act 1938

Lawful basis (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

Birth registration - part b

Information required: Industry of employment and employment status

Personal information collected: Yes, as linked to the birth registration

Statutory basis: No provision

Lawful basis (under Article 6 *GDPR):

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

Death registration - part a

Information required:

  • 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 usual address of the informant
  • Cause of death
  • Date of registration
  • Name of the registrar

Personal information collected: Yes, in relation to informant’s details

Statutory basis: S15 Births and Deaths Registration Act 1953

Lawful basis (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

Death registration - part b

Information required:

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

Personal information collected: Yes, as linked to death registration which contains the informant’s details

Statutory basis: S1 Population Statistics Act 1938

Lawful basis (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

Death registration - part c

Information required:

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

Personal information collected: Yes, as linked to death registration which contains the informant’s details

Statutory basis: No provision

Lawful basis (under Article 6 *GDPR):

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

Death registration – part d

Information required:

  • Ethnicity of deceased

Personal information collected: Yes, regarding the deceased

Statutory basis: No provision, collected on voluntary basis

Lawful basis (under Article 6 *GDPR):

  • 6 (d) Processing is necessary in order to protect the vital interests of others; and
  • 6 (e ) processing is necessary for the performance of a task carried out in the public interest.   
  • The rights to object to processing of this data, and to have this data erased, apply.

Medical certificate of cause of death

Information required:

  • 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

Personal information collected: Yes

Statutory basis: S22 Births and Deaths Registration Act 1953

Lawful basis (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

Coroner

Purpose: To complete a death registration

Information required: To complete a death registration and Coroner’s name. May include informant’s details.

Personal information collected: Yes

Statutory basis: S23 Births and Deaths Registration Act 1953

Lawful basis (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

Party to a marriage
 

Marriage notice

Information required:

  • Name and surname
  • Date of birth
  • Sex
  • Condition
  • Occupation
  • Address
  • Period of residence
  • Place of marriage
  • Nationality

Personal information collected: Yes

Statutory basis:

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

Lawful basis (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

Marriage registration

Information required:

  • 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 collected: Yes

Statutory basis:

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

Lawful basis (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

Party to a civil partnership
 

Civil partnership notice

Information required:

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

Personal information collected: Yes

Statutory basis:

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

Lawful basis (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

Civil partnership registerInformation required:

  • 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 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

Personal information collected: Yes

Statutory basis:

  • S2 Civil Partnership Act 2004
  • Regulation 11 Civil Partnership (Registration Provisions) Regulations 2005

Lawful basis (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

Undertaking a citizenship ceremony
 

Individual required to undertake a citizenship ceremony

Purpose: To complete the naturalisation process to become a British Citizen

Information required:

  • Name
  • Date of birth
  • Place of birth

Personal information collected: Yes

Statutory basis: The Nationality, Immigration and Asylum Act 2002

Lawful basis (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

Submitting an application for British citizenship, indefinite leave to remain or permanent residency via a register
 

Individuals submitting an application for British citizenship (including British passport), indefinite leave to remain or permanent residency via a register office

Purpose: To submit an application for British citizenship (including British passport), indefinite leave to remain or permanent residency via a register office’s checking and/or photocopying service

Information required:

  • Name
  • Date of birth
  • Address
  • Telephone number
  • Email address
  • Details of family members
  • Marriage / civil partnership details if applicable
  • Immigration and travel history
  • Employment history
  • Evidence of personal finances
  • Criminal history if applicable

Personal information collected: Yes

Statutory basis: No statutory basis for taking the data contained in citizenship or visa applications, however customers often choose to use this check and send service offered by registrars. All the data in the application is passed immediately by special (next-day) recorded delivery top UK Visas and Immigration. No data is retained by the Registration Service.

Lawful basis (under Article 6 *GDPR): No lawful basis for taking the data contained in citizenship or visa applications, however customers often choose to use this check and send service offered by registrars. All the data in the application is passed immediately by special (next-day) recorded delivery to UK Visas and Immigration. No data is retained by the Registration Service.


Arranging and/or attending an appointment or ceremony
 

Customer arranging and/or attending an appointment or ceremony

Purpose: To allow registration officers to ensure that they can offer the appointment or ceremony according to your circumstances, and so that they can contact the customer should there be an operational or legal need to do so

Information required:

  • Name(s)
  • Contact details (telephone number, e-mail address, address)
  • Nationality
  • Marital status
  • Parenthood
  • Inferred sexual orientation (for marriage / civil partnership bookings)
  • Inferred religious belief (for bookings for marriages at religious buildings)
  • Confirmation of payment where necessary

Personal information collected: Yes

Statutory basis: No statutory basis for taking this information to arrange an appointment or ceremony, but this data is taken in order to ensure registration officers can deliver the service and can contact the customer if there is a legal or operational need to do so. As such, all this data is deleted one year after the delivery of the service or sooner if requested by those using the service. The data is not passed on and is used solely to ensure that delivery of the service.

Lawful basis (under Article 6 *GDPR): No lawful requirement for taking this information to arrange an appointment or ceremony, but this data is taken in order to ensure registration officers can deliver the service and can contact the customer if there is a legal or operational need to do so. As such, all this data is deleted one year after the delivery of the service or sooner if requested by those using the service. The data is not passed on and is used solely to ensure that delivery of the service.


Applying for a certificate or general search of indices of registrations
 

Application for a birth, still-birth, death, marriage or civil partnership certificate or a general search of indices of registrations

Purpose: To allow registration officers to locate the registration entry or provide the relevant indices to be searched, and so that they can contact the customer should there be an operational or legal need to do so

Information required:

  • Name(s)
  • Contact details (telephone number, e-mail address, address)
  • Confirmation of payment 

Personal information collected: Yes

Statutory basis: No statutory basis for taking this information to locate and issue a certificate which is a certified copy of a registration entry, or allow a general search of registration indices, but this data is taken in order to ensure registration officers can contact the customer if there is a legal or operational need to do so. As such, all this data is deleted three years after the delivery of the service or sooner if requested by those using the service. The data is not passed on and is used solely to ensure that delivery of the service.

Lawful basis (under Article 6 *GDPR): No statutory basis for taking this information to locate and issue a certificate which is a certified copy of a registration entry, or allow a general search of registration indices, but this data is taken in order to ensure registration officers can contact the customer if there is a legal or operational need to do so. As such, all this data is deleted three years after the delivery of the service or sooner if requested by those using the service. The data is not passed on and is used solely to ensure that delivery of the service.


Resolving an enquiry
 

Customer writing or speaking to a registration officer for resolution of an enquiry

Purpose: Information may be provided to registration officers to allow them to assist a customer with a particular enquiry relating to civil registration

Information required: Various

Personal information collected: Yes

Statutory basis: No statutory basis for taking this information voluntarily offered to assist with a registration enquiry. As such, all this data is deleted two years after the delivery of the service or sooner if requested by those using the service. The data is not passed on and is used solely to ensure that delivery of the service.

Lawful basis (under Article 6 *GDPR): No statutory basis for taking this information voluntarily offered to assist with a registration enquiry. As such, all this data is deleted two years after the delivery of the service or sooner if requested by those using the service. The data is not passed on and is used solely to ensure that delivery of the service.


Applying for (including holders of) licences for premises approved for civil marriages and civil partnerships
 

Applicants for (including holders of) licences for premises approved for civil marriages and civil partnerships

Purpose: To allow the local authority to consider, and to grant, licences as approved premises for civil marriages and civil partnerships

Information required:

  • Name and contact details of licence holder
  • Address of approved premises

Personal information collected: Yes

Statutory basis: Marriage Act 1994

Lawful basis (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

Applicants for (including holders of) religious buildings registered for worship and / or marriages

Purpose: To collect relevant information to allow religious premises to apply to be registered as a venue for worship and / or marriages including authorised persons

Information required:

  • Address and contact details for the premises
  • Religious affiliation of the congregation
  • Names and contact details of trustees of the premises including authorised persons for marriages where applicable

Personal information collected: Yes

Statutory basis:

  • Religious Certifying Act 1852
  • Places of Worship Registration Act 1855
  • Section 41 and 43A of the Marriage Act 1949
  • Sharing of Church Buildings Act 1969

Lawful basis (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

2. Sharing of registration information

Civil Registration services
 

Superintendent registrar - part a

Purpose: To certify registration records

Information required: Quarterly returns of births (including still- births) and death registrations from registrars

Personal information collected: Yes

Statutory basis: S26 Births and Deaths Registration Act 1953

Lawful basis (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

Superintendent registrar - part b​

Purpose: To certify registration records

Information required: Quarterly returns of marriage registrations from everyone required to register marriages

Personal information collected: Yes

Statutory basis: S57 Marriage Act 1949

Lawful basis (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

Registrar General: To compile and maintain a central record of registration events

Information required: Certified copies of birth (including still births) and death registrations from superintendent registrars

Personal information collected: Yes

Statutory basis: S27 Births and Deaths Registration Act 1953

Lawful basis (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

Registrar General: To support UK Statistics Authority requirement to produce statistical information - part a

Information required: Birth, still-birth and death confidential particulars to be collected by the RG

Personal information collected: Yes

Statutory basis: S2 Population (Statistics) Act 1938

Lawful basis (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

Registrar General: To support UK Statistics Authority requirement to produce statistical information - part b

Information required: Birth, still-birth and death voluntary particulars

Personal information collected: Yes

Statutory basis: No provision 

Lawful basis (under Article 6 *GDPR):

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

Registrar General: To support UK Statistics Authority requirement to produce statistical information - part c

Information required: Medical Certificate of Cause of Death additional information

Personal information collected: Yes

Statutory basis: Regulation 11 The Registration of Births Deaths and Marriages Regulations 1968

Lawful basis (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

Registrar General: To compile and maintain a central record of registration events

Information required: Certified copies of marriage registrations from superintendent registrars

Personal information collected: Yes

Statutory basis: S58 Marriage Act 1949

Lawful basis (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

Registrar General: To report an offence or suspicion of an offence

Information required: Forged documents

Personal information collected: Yes

Statutory basis:

  • Regulation 72(1)(b) of the Registration of Births and Deaths Regulations 1987 (births and deaths) 
  • Regulation 23(1) of the Registration of Marriage Regulations 2015 (marriages)
  • Regulation 18 of the Civil Partnership (Registration Provisions) Regulations 2005 (civil partnerships)

Lawful basis (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

Registrar General: Crime fighting purposes

Information required: Suspicious applications for birth certificates, benefit fraud, fraudulent documents etc.

Personal information collected: Yes

Statutory basis: Schedule 6 Immigration Act 2014

Lawful basis (under Article 6 *GDPR): 

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

Other Government Departments

 

Department for Work and Pensions: In relation to its functions under the Contribution and Benefits Act and the Social Security Administration Act 1992

Information required:

  • Death registration extracts via Tell Us Once
  • Via BD8 form

Personal information collected: No

Statutory basis:

  • S125 Social Security Administration Act 1992 (for Death registration extracts via Tell Us Once)
  • The Social Security (Notification of Deaths) Regulations 2012 (for Death registration extracts via Tell Us Once)
  • Provision under review (for BD8 form)

Lawful basis (under Article 6 *GDPR): Not applicable as not personal information

Department for Work and Pensions: To support the Tell us Once birth service

Information required: Birth information from registrations and declarations

Personal information collected: Yes

Statutory basis: S19A Registration Service Act 1953

Lawful basis (under Article 6 *GDPR):

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

Department of Health and Social Care

Purpose: To assist the delivery of those functions exercisable by the organisation in relation to the health service

Information required: Death registrations due to vaccination (form 111)

Personal information collected: Yes, as contain informant’s details

Statutory basis: Provision under review 

Lawful basis (under Article 6 *GDPR):

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

Home Office (UK Visas and Immigration/Immigration and Enforcement) - part a

Purpose: Home Office Immigration enforcement action

Information required: Information held by the registration officer in relation to sham marriages

Personal information collected: Yes

Statutory basis:

  • S24 Immigration and Asylum Act 1999
  • The Reporting of Suspicious Marriages and Registration of Marriages (Miscellaneous Amendments) Regulations

Lawful basis (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

Home Office (UK Visas and Immigration/Immigration and Enforcement) - part b

Purpose: Home Office Immigration enforcement action 

Information required: Information held by the registration officer (S24A Sham CP)

Personal information collected: Yes

Statutory basis: 

  • S24A Immigration and Asylum Act 1999
  • The Reporting of Suspicious Civil Partnerships Regulations 2005 

Lawful basis (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

Home Office (UK Visas and Immigration/Immigration and Enforcement) - part c

Purpose: Home Office Immigration enforcement action

Information required: Information held by the registration officer (where registration officer suspects immigration offences e.g. overstayers, working illegally) 

Personal information collected: Yes

Statutory basis: Schedule 6 Immigration Act 2014

Lawful basis (under Article 6 *GDPR):

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

Home Office (UK Visas and Immigration/Immigration and Enforcement) - part d

Purpose: Home Office Immigration enforcement action 

Information required: Information held by the registration officer where request received 

Personal information collected: Yes

Statutory basis: Schedule 6 Immigration Act 2014

Lawful basis (under Article 6 *GDPR):

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

Home Office (UK Visas and Immigration/Immigration and Enforcement) - part e

Purpose: Home Office Immigration enforcement action (Secretary of State)

Information required: Supply nationality documents where it is suspected that an individual may be liable to removal from the United Kingdom and the document may facilitate the removal.

Personal information collected: Yes

Statutory basis: S20A Immigration and Asylum Act 1999

Lawful basis (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

Local Authorities
 

Education department

Purpose: For those education functions the LA is required to deliver 

Information required: Birth and Death registrations 

Personal information collected: Yes

Statutory basis: S564(3) Education Act 1996

Lawful basis (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

Council Tax Billing Authorities

Purpose: For those functions set out in part 1 of the Government Finance Act 1992

Information required: Name and surname, date of death and usual address of deaths of over 18s

Personal information collected: No

Statutory basis:

  • S564(3) Education Act 1996
  • Paragraph 13 Sch 2 Local Government Finance Act 1992
  • Regulation 5 Council Tax (Administration and Enforcement) Regulations 1992 

Lawful basis (under Article 6 *GDPR): Not applicable as not personal information

Electoral Registration Officers

Purpose: To maintain an accurate list of those entitled to be registered on the electoral register and qualifying addresses 

Information required: Inspection, with authorisation to make copies, of records kept (in whatever form). Relates to marriages and deaths.

Personal information collected: Yes

Statutory basis: 

  • S53(3) Representation of the People Act 1983
  • Regulation 35 Representation of the People (England and Wales) Regulations 2001

Lawful basis (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

Local Safeguarding Children Board

Purpose: Functions as set out in s1(1) of the Children and Young Person Act 2008

Information required: Death registrations of under 18s

Personal information collected: Yes, as contain informant’s details

Statutory basis: S31 Children and Young Persons Act 2008

Lawful basis (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

Fraud department

Purpose: Crime fighting purposes 

Information required: Offences relating to council tax benefit or housing benefit

Personal information collected: Yes

Statutory basis: Schedule 6 Immigration Act 2014 

Lawful basis (under Article 6 *GDPR):

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

Public Health department

Purpose: To assist the delivery of those functions exercisable by the local authority’s Public Health department in relation to ensuring that local public health improvement strategy is corrected tailored to local residents’ and specific communities’ needs

Information required: Death registrations plus (voluntarily) ethnicity of deceased

Personal information collected: Yes

Statutory basis: S269(2) National Health Service Act 2006.  Ethnicity: no statutory basis – voluntary.

Lawful basis (under Article 6 *GDPR):

  • 6 (c) legal obligation; ethnicity:
  • 6 (d) to protect vital interests of others, and
  • 6 (e) performance of a task carried out in the public interest
  • The rights to object to processing of personal data or have personal data erased do not apply. 
  • Ethnicity: the rights to object to processing of this data, and to have this data erased, apply.

Safeguarding Team

Purpose: Child and adult protection 

Information required: Suspected maltreatment of an adult or child

Personal information collected: Yes

Statutory basis: Schedule 6 Immigration Act 2014

Lawful basis (under Article 6 *GDPR):

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

Other services and organisations
 

Coroner

Purpose: Investigations 

Information required: Deaths falling into those categories set out in regulation 41 of Registration of Births and Deaths regulations 1987 

Personal information collected: Yes, as contain informant’s details

Statutory basis: 

  • Births and Deaths Registration Act 1953
  • Regulation 41 Registration of Births and Deaths Regulations 1987 

Lawful basis (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

National Health Service Commissioning Board, Clinical Commissioning Groups, local authorities (England)

Purpose: To assist the delivery of those functions exercisable by the organisation in relation to the health service

Information required: Birth (including still birth) and Death registrations 

Personal information collected: Yes

Statutory basis: S269(2) National Health Service Act 2006

Lawful basis (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

National Health Service Local Health Boards (Wales)

Purpose: To assist the Local Health Boards in the performance of their functions in relation to the health service 

Information required: Birth and Death registrations 

Personal information collected: Yes

Statutory basis: S200(2) National Health Service (Wales) Act 2006

Lawful basis (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

Public pension payers

Purpose: To assist government departments in the administration of pensions

Information required: Death registrations of public service pensioners (form 111)

Personal information collected: Yes, as contain informant details

Statutory basis: Provision under review

Lawful basis (under Article 6 *GDPR):

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

General Pharmaceutical Council

Purpose: Removal of names from the register

Information required: Death notifications (form 111) of registered pharmacists and registered pharmacy technicians

Personal information collected: Yes, as contain informant’s details

Statutory basis: Pharmacy Order 2010 

Lawful basis (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

Law Society

Purpose: Removal of names from the register

Information required: Death certificates of solicitors

Personal information collected: Yes, as contain informant’s details

Statutory basis: Provision under review

Lawful basis (under Article 6 *GDPR):

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

General Optical Council

Purpose: Removal of names from the register

Information required: Death certificates of opticians

Personal information collected: Yes, as contain informant’s details

Statutory basis: S10(2) Opticians Act 1989

Lawful basis (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

District Medical Officer (England), Chief Administrative Medical Officer (Wales)

Purpose: Removal of names from the register

Information required: Death certificates of midwives

Personal information collected: Yes, as contain informant’s details

Statutory basis: Provision under review 

Lawful basis (under Article 6 *GDPR): 

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

General Medical Council

Purpose: Removal of names from the register

Information required: Death registrations of registered medical practitioners (form 111)

Personal information collected: Yes, as contain informant’s details

Statutory basis: S30(6) Medical Act 1983

Lawful basis (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

General Dental Council

Purpose: Removal of names from the register

Information required: Death registrations of dentists (form 111)

Personal information collected: Yes, as contain informant’s details

Statutory basis: S23(1) Dentists Act 1984

Lawful basis (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

Royal College of Veterinary Surgeons

Purpose: Removal of names from the register

Information required: Death registrations of veterinary surgeons (form 111)

Personal information collected: Yes, as contain informant’s details

Statutory basis: S13(1) Veterinary Surgeons Act 1966

Lawful basis (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

Stopford Information Systems Ltd

Purpose: Stopford Information Systems Ltd host Kensington and Chelsea Registration Service’s appointment and ceremony diary and certificate ordering solution. As this service is web-based, Stopford Information Systems Ltd have access to customer bookings and ordering data, solely if Kensington and Chelsea Registration Service require technical support with the IT solution.

Information required:

  • Name(s)
  • Contact details (telephone number, email address, address)
  • Nationality
  • Immigration status
  • Marital status
  • Parenthood
  • Inferred sexual orientation (for marriage / civil partnership bookings)
  • Inferred religious belief (for bookings for marriages at religious buildings)
  • Confirmation of payment where necessary

Personal information collected: Yes

Statutory basis: No statutory basis for taking this information to arrange an appointment or ceremony, or to order a certificate, or to allow a third party IT solution provider to access this, however this data is taken in order to ensure registration officers can deliver the service and can contact the customer if there is a legal or operational need to do so. As such, all this data is deleted one year after the delivery of the service or sooner if requested by those using the service. The data is not passed on and is used solely to ensure that delivery of the service.

Kensington and Chelsea Registration Service’s contract with Stopford Information Systems Ltd has been specifically amended in line with data protection laws, to state that Stopford Information Systems Ltd must not process, change, delete or pass on the data under any circumstances. Accessing the data will only be on the authority of Kensington and Chelsea Registration Service’s Superintendent Registrar where technical support on the IT solution is required.

Stopford Information Systems Ltd use extremely high security cloud-based storage for data. 

Lawful basis (under Article 6 *GDPR): No statutory basis for taking this information to arrange an appointment or ceremony, or to order a certificate, or to allow a third party IT solution provider to access this, however this data is taken in order to ensure registration officers can deliver the service and can contact the customer if there is a legal or operational need to do so. As such, all this data is deleted one year after the delivery of the service or sooner if requested by those using the service. The data is not passed on and is used solely to ensure that delivery of the service.

Kensington and Chelsea Registration Service’s contract with Stopford Information Systems Ltd has been specifically amended in line with data protection laws, to state that Stopford Information Systems Ltd must not process, change, delete or pass on the data under any circumstances. Accessing the data will only be on the authority of the Kensington and Chelsea Registration Service’s Superintendent Registrar where technical support on the IT solution is required.

Stopford Information Systems Ltd use extremely high security cloud-based storage for data.

Electoral Services Manager of the Royal Borough of Kensington and Chelsea

Purpose: To ensure that the electoral register contains the most up to date information

Information required: Names and address of those who have been married or held a civil partnership in Kensington and Chelsea

Personal information collected: Yes

Statutory basis: Representation of the People Act 2000

Lawful basis (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

UK Visas and Immigration and Her Majesty’s Passport Office (Home Office)

Purpose: To ensure timely and secure submission of customer applications for British citizenship, passports, indefinite leave to remain and permanent residency

Information required:

  • Name
  • Date of birth
  • Address
  • Telephone number
  • Email address
  • Details of family members
  • Marriage / civil partnership details if applicable
  • Immigration and travel history
  • Employment history
  • Evidence of personal finances
  • Criminal history if applicable

Personal information collected: Yes

Statutory basis: No statutory basis for taking the data contained in citizenship or visa applications and passing it to UK Visas and Immigration (UKVI) and Her Majesty’s Passport Office (HMPO) for processing, however customers often choose to use this check and send service offered by registrars. All the data in the application is passed immediately by special (next-day) recorded delivery to UK Visas and Immigration. No data is retained by the Registration Service.

Lawful basis (under Article 6 *GDPR): No lawful basis for taking the data contained in citizenship or visa applications and passing it to UKVI and HMPO for processing, however customers often choose to use this check and send service offered by registrars. All the data in the application is passed immediately by special (next-day) recorded delivery to UK Visas and Immigration. No data is retained by the Registration Service.

UK Home Office

Purpose: To ensure those who have completed citizenship ceremonies have their details confirmed to the Home Office to complete their naturalisation as a British citizen and, if applicable, issuing of their British passport

Information required:

  • Name
  • Date of birth
  • Date and location of citizenship ceremony

Personal information collected: Yes

Statutory basis: The Nationality, Immigration and Asylum Act 2002

Lawful basis (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

General Register Office - part a

Purpose: To allow the local authority to consider, and to grant, licences as approved premises for civil marriages and civil partnerships and to duly inform the General Register Office

Information required:

  • Name and contact details of licence holder
  • Address of approved premises

Personal information collected: Yes

Statutory basis: Marriage Act 1994

Lawful basis (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

General Register Office - part b

Purpose: To collect relevant information to allow religious premises to apply to be registered as a venue for worship and / or marriages including authorised persons and pass this information to the General Register Office for consideration

Information required:

  • Address and contact details for the premises
  • Religious affiliation of the congregation
  • Names and contact details of trustees of the premises including authorised persons for marriages where applicable

Personal information collected: Yes

Statutory basis:

  • Religious Certifying Act 1852
  • Places of Worship Registration Act 1855
  • Section 41 and 43A of the Marriage Act 1949
  • Sharing of Church Buildings Act 1969

Lawful basis (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

*The General Data Protection Regulation (GDPR) is a regulation in EU law on data protection and privacy for all individuals within the European Union.