Registrars service privacy notice

This privacy notice is designed to help you understand how and why the registrar service processes your personal data. This notice should be read in conjunction with our corporate privacy notice.

Who are we?

North Yorkshire Council is a ‘data controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR) for civil partnership registrations and can be contacted at Harrogate register office, Bilton House, 31 Park Parade, Harrogate, HG1 5AG.

The superintendent registrar is the data controller for birth, marriage and death registrations and can be contacted at the Harrogate register office, Bilton House, 31 Park Parade, Harrogate, HG1 5AG.

The registrar general for England and Wales is a joint data controller for birth, marriage, death and civil partnership registrations and can be contacted at the general register office, Trafalgar Road, Southport, PR8 2HH.

We have appointed Veritau to be its data protection officer. Their contact details are:

Information Governance Office
West Offices
Station Rise
North Yorkshire


Tel: 01904 552848

What personal information do we collect?

As part of the registration process, we will collect personal information such as name, address and contact details and may indirectly collect ‘special category data’ (see definitions) about you. For example your sexual orientation (for civil partnerships), nationality, and religious or philosophical beliefs (ceremony details). In some cases, we may need to record details of any gender changes if required to do so by a court. In some circumstances, we may also need to request a photograph and information regarding Immigration status.

Why do we collect your personal information?

Personal information is collected from you in order to register for an event and is required by law.

Personal information may also be collected from you if you are making an application to this office, for example for a certificate or to correct the information contained in a register entry.

Who do we share this information with?

The information you provide will be held and processed by registration officers for this registration district and may be shared with other districts where appropriate. For example via birth and death declarations where the event occurred in another district or via notices of marriage where a marriage is taking place in another district.

Indexes for events registered at this office are publicly available in order to help members of the public identify the registration record they might need. Indexes are available in paper format.

A copy of the information collected by a registration officer will also be sent to the registrar general for England and Wales so that a central record of all registrations can be maintained.

Registration information held at this office may be shared with other organisations in the course of carrying out our functions, or to enable others to perform theirs.

A copy of any register entry will be provided by this office in accordance with the law to any applicant, provided they supply enough information to identify the entry concerned and pay the appropriate fee. The copy may only be issued in the form of a paper certified copy (a “certificate”). An application for a certificate may also be made to the general register office.

We will only share information where there is a lawful basis to do so for the following reasons:

  1. statistical or research purposes
  2. administrative purposes by official bodies for example, ensuring their records are up-to-date in order to provide services to the public
  3. fraud prevention or detection, immigration and passport purposes

Further information on data held by the registration service and a full list of the organisations with whom registration data is shared, the purpose and the lawful basis for sharing the data is available upon request.

What is the ‘tell us once’ scheme?

Tell us once is a service that lets you report a death to most government organisations in one go.

This service is provided by the department for work and pensions (DWP) on behalf of the government. The service is a voluntary service that you can elect to use. By giving your consent to the use of the data you provide. The service is administered in North Yorkshire, for DWP, by the council registrar for the notification of deaths only.

When you tell the registrar about a death they will send the details to DWP. We do not keep a copy of the data that is submitted neither is it retrievable by ourselves once submitted it.

Please note that we do not use the tell us once scheme for its own internal records/databases.

For more information about the Tell Us Once service please see the DWP website.

How long do we keep your information for?

Registration information is retained indefinitely as required by law.

What is our lawful basis for processing your information?

  • article 6 (1)(c) Legal obligation: the processing is necessary for us to comply with the law
  • article 9(1)(g) Reasons of substantial public interest (with a basis in law)
  • part 2 of Schedule 1 of the DPA 2018 (6) Statutory and government purposes
  • the main legislation which governs the collection of registration information is the births and deaths registration act 1953, the marriage act 1949, the civil partnership act 2004 and the Immigration Act 2014

You may be legally obliged to these acts, and other pieces of legislation, to provide certain pieces of information. If you fail to provide the information you are required to give us you may, amongst other things, be liable to a fine, or we may not be able to provide the service you are applying for, such as a marriage or a civil partnership.

For more information about how we use your data, including your privacy rights and the complaints process, please see our corporate privacy notice.