The Portsmouth Register Office processes personal information as part of its statutory registration functions. This notice explains how we collect, use and protect your personal information.
This privacy notice explains:
- Who we are and how to contact us
- Who this notice applies to
- What personal information we collect
- Where we get your information from
- How we use your information and our lawful basis
- Who we share your information with
- How long we keep your information
- How we keep your information secure
- Your data protection rights
- How to contact us or make a complaint
Who we are and how to contact us
The Register Office is responsible for recording births, deaths, marriages and civil partnerships in Portsmouth.
Data controllers
For birth, marriage and death registrations, the Superintendent Registrar is the data controller.
Address
Portsmouth Register Office
Milldam House
Burnaby Road
Portsmouth
PO1 3AF
For civil partnership registrations, Portsmouth City Council is the data controller.
Email: DataProtection@portsmouthcc.gov.uk
The Registrar General for England and Wales is a joint data controller for birth, marriage, death and civil partnership registrations.
Address
General Register Office
Trafalgar Road
Southport
PR8 2HH
Data Protection Officer
Portsmouth City Council
Civic Offices
Portsmouth
PO1 2AL
Email: DataProtection@portsmouthcc.gov.uk
Telephone: 023 9282 2251
Who this notice applies to
This notice applies to people who:
- Register a birth, death, marriage or civil partnership
- Apply for birth, death, marriage or civil partnership certificates
- Apply to correct information contained within a register entry
- Contact the Register Office with enquiries relating to registration services
What personal information we collect
Personal information collected to register an event is required by law.
The information collected depends on the service being provided and may include:
- Personal details required to register a birth
- Personal details required to register a death
- Personal details required to register a marriage
- Personal details required to register a civil partnership
- Information provided when applying for certificates
- Information provided when applying to correct a register entry
- Contact details and correspondence relating to applications and enquiries
You may be legally required to provide certain information under registration legislation. If you do not provide information that is required by law, we may not be able to provide the service you are applying for and, in some circumstances, you may be liable to a fine.
Where we get your information from
We obtain information:
- Directly from you when registering an event
- From applications submitted to the Register Office
- From correspondence relating to registration matters
- From supporting evidence provided as part of an application
A copy of the information collected by a registration officer is also sent to the Registrar General for England and Wales to maintain a central record of all registrations.
How we use your information and our lawful basis
How we use your information
We use personal information to:
- Register births, deaths, marriages and civil partnerships
- Maintain statutory registration records
- Process applications for certificates
- Process applications to amend or correct register entries
- Maintain a central record of registrations
- Fulfil legal obligations relating to registration services
Lawful basis
Personal information collected for registration services is required by law.
The principal legislation governing the collection and processing of registration information includes:
- Births and Deaths Registration Act 1953
- Marriage Act 1949
- Civil Partnership Act 2004
The lawful basis for processing personal information is:
- Article 6(1)(c) UK GDPR – Legal obligation
- Article 6(1)(e) UK GDPR – Public task
Copies of registration records
A copy of a register entry may be provided in accordance with the law to any applicant who supplies enough information to identify the entry and pays the appropriate fee.
Copies can only be issued as certified paper copies (certificates).
Applications for certificates can be made through Portsmouth Register Office or the General Register Office.
Indexes of registrations held by this office are publicly available in paper format to help members of the public identify registration records.
Who we share your information with
Information held by the registration service may be shared with other organisations where there is a lawful basis to do so.
This may include sharing for:
- Statistical or research purposes
- Administrative purposes by official bodies to ensure records are accurate and up to date
- Fraud prevention and detection
- Immigration purposes
- Passport purposes
A copy of registration information is also supplied to the Registrar General for England and Wales as part of the statutory registration process.
Further information about registration data sharing arrangements and the organisations with whom registration data may be shared is available in the Council's corporate privacy notice or from Register Office staff.
How long we keep your information
Registration information is retained indefinitely as required by law.
Other personal information collected in connection with applications, enquiries and administration is retained for up to two years.
How we keep your information secure
The Register Office uses appropriate technical and organisational measures to protect personal information.
These measures include:
- Restricted access to registration records and systems
- Staff training
- Secure storage arrangements
- Access controls and security procedures
Your data protection rights
Under UK GDPR, you have rights in relation to your personal information, including:
- The right to be informed
- The right of access
- The right to request correction of inaccurate information, where permitted by law
- The right to request restriction of processing
- The right to object to processing in certain circumstances
Your information will not be subject to automated decision-making.
Please note that some rights may be restricted where information is processed under statutory registration legislation.
How to exercise your rights
If you wish to exercise your rights or have questions about how your information is used, contact:
Register Office
Email: registrars@portsmouthcc.gov.uk
or
Data Protection Officer
Email: DataProtection@portsmouthcc.gov.uk
Complaints
If you have concerns about how your personal information has been collected, used or disclosed, please contact the Register Office in the first instance.
Email: registrars@portsmouthcc.gov.uk
You also have the right to complain to the Information Commissioner's Office (ICO).
For more information, visit the Information Commissioner's Office website.
Changes to this privacy notice
This privacy notice may be updated from time to time to reflect changes in legislation, guidance or service delivery.