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Births, deaths and marriages privacy notice

Privacy notice for births, deaths and marriages.

Last updated: 10 November 2022

Next review: 10 November 2023

Who we are and what we do

London Borough of Waltham Forest Registration Services: registration of births, deaths, marriages and civil partnerships, Nationality Checking Service (NCS), Nationality Document Checking Services (NDRS), European Passport Return Service (EPRS) and Citizenship Ceremonies.

Why we need your information and how we use it (purpose and legal basis)

Personal information which you are required by law to provide for registration will be kept by the Superintendent Registrar, Aydin Sipaloglu.  A copy of the information you supply will also be sent to the General Register Office (GRO) for England and Wales so that a central record of all registrations can be maintained.

In accordance with the data protection act 2018, we need a "lawful basis" for collecting and using information about you. There are a variety of different lawful bases for processing personal data which are set out in the data protection act.

The lawful basis on which we rely in order to use the information which we collect about you for the purposes set out in this notice will be: 

  • Legal Obligation
  • Public Task

What type of information is collected from you

Registration of birth

  • Name and surname
  • Date and place of birth
  • Gender
  • Name, surname and occupation of the 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

Registration of death

  • Gender, date and place of death
  • Name, surname and maiden name (if applicable) of the deceased
  • 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

Notice of marriage

  • Place of marriage
  • Date of marriage if available
  • Name and surnames of parties to the marriage
  • Age, condition, rank or profession
  • Residence at the time of marriage notice
  • Name, surname and rank or profession of each party’s father

Marriage

  • Place of marriage
  • Date of marriage
  • Names and surnames of parties to the marriage
  • Age, condition, rank or profession
  • Residence at the time of marriage
  • Name, surname and rank or profession of each party’s father
  • Signatures of both parties and their witnesses

Civil partnership notice

  • 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 notice
  • Father’s name, surname and occupation of each civil partner
  • Mother’s name, surname and occupation of each civil partner

Civil partnership

  • 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
  • Names and surnames of witnesses

Who your information may be shared with (internally and externally)

Confidential information for statistical purposes which you are required by law to give to the Superintendent Registrar, and other information provided voluntarily, will be passed to the UK Statistics Authority for the preparation and supply of statistics.  As well as providing certificates, the Superintendent Registrar and the GRO may make registration information available to other organizations, for the following purposes:

  • statistical or research purposes
  • administrative purposes by official bodies e.g. ensuring their records are up-to-date e.g. Council Tax
  • fraud prevention or detection, immigration and passport purposes

How long we keep your information

We are required under the Births and Deaths Registration Act 1953, the Marriage Act 1949 and the Civil Partnerships Act 2004 to keep information.  We keep records of civil registration indefinitely as a record to which the public has access.

Access to data

Personal information which you are required by law to provide for registration will be kept by the Superintendent Registrar, Mrs Julie Coulson.  A copy of the information you supply will also be sent to the General Register Office for England and Wales so that a central record of all registrations can be maintained.

A copy of any register entry will be provided to any applicant, provided that 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 be made to either the Local Register Office or to the General Register Office.

The General Register Office makes indexes, for the central record for registrations, publicly available in order to help members of the public identify the registration they might need. The Register Office also makes a local index available for this purpose.

Confidential information for statistical purposes which you are required by law to give to the Superintendent Registrar, and other information provided voluntarily, will be passed to the UK Statistics Authority for the preparation and supply of statistics.

As well as providing certificates, the Superintendent Registrar and the GRO may make registration information available to other organizations, for the following purposes:

  • statistical or research purposes
  • administrative purposes by official bodies e.g. ensuring their records are up-to-date e.g. council tax
  • fraud prevention or detection, immigration and passport purposes

Protecting your information

Please see the relevant section of the Corporate Privacy Notice.

Your information choice and rights

Please see the relevant section of the Corporate Privacy Notice.

Complaints and contact details

These are included in the relevant section of the Corporate Privacy Notice.

Information Commissioner’s Office

If we’re unable to resolve your complaint to your satisfaction, you can make a complaint to the Information Commissioner's Office (ICO).