Registrars Privacy Notices
This policy explains how the information we collect about you is used and your rights in relation to that information.
Personal information collected from you in order to register an event is required by law. The main legislation which governs the collection of registration information is:
You may be legally obliged by these acts, and other pieces of legislation, to provide certain pieces of information. If you fail to provide 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.
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 information contained in a register entry.
The information you provide will be held and processed by registration officers for this registration district.
The superintendent registrar is a data controller for birth, marriage and death registrations and can be contacted at Gwynedd Register Office, Gwynedd Council, Shirehall Street, Caernarfon, Gwynedd LL55 1SH.
The local authority is a data controller for civil partnership registrations and can be contacted at Gwynedd Register Office, Gwynedd Council, Shirehall Street, Caernarfon, Gwynedd LL55 1SH.
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.
The Data Protection Officer:
Helen Parry,
Gwynedd Council,
Shirehall Street,
Caernarfon,
Gwynedd
LL55 1SH.
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.
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 manual books at Gwynedd Council, Shirehall Street, Caernarfon, Gwynedd LL55 1SH.
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.
We will only share information where there is a lawful basis to do so for the following reasons:
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Statistical or research purposes
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Administrative purposes by official bodies e.g. ensuring their records are up-to-date in order to provide services to the public
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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 can be found at Annex A. Alternatively, staff at the office will be able to provide the information.
Emails
If you email us we may keep a record of your contact, your email address and the email for our record keeping of the transaction. For security reasons, we will not include any confidential information about you in any email we send to you, unless you consent to this.
We suggest that you keep the amount of confidential information you send to us via email to a minimum and use our secure online forms and services.
Electronic appointment and ceremony booking system
We use an online booking system for the recording of Births, Deaths, Marriages and Citizenship appointments and for marriage, civil partnership and naming and re-affirmation ceremonies.
Data is retained for the fulfilment of the appointment. Appointment and ceremony bookings are made in advance and are finished after the booking has been fulfilled. After which, data is only used for statistical purposes and to refer back to if required.
The nature of the processing is collection of the data through online forms completed by customers (members of the public), forms completed by call centre operatives on behalf of a customer and under their instruction or by a member of the registration service staff under the customer’s instruction.
The purpose of the processing is to enable the service to schedule the appropriate appointment or ceremony.
The type of data we may process in the system:
- Names
- Dates of birth
- Dates of death
- Dates of ceremonies
- Addresses, Email addresses and telephone numbers
- Marital status
- Disabilities
- Nationality
- Informants’ names.
Data is archived and removed according to the Registration Service Retention Policy.
Electronic Display of Marriage and Civil Partnership Notices
We use a digital display of marriage and civil partnership notices.
Data is held for the duration of the notice period. Currently that is 28 days for marriage or civil partnerships
The nature of the processing is collection of the data through notice of marriage and civil partnership appointments. The purpose of the processing is to enable the service to display the notices as required by law.
The type of data we may process in the system:
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Names
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Dates of birth
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Date of ceremony (not on public display)
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Sex
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Marital status
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Occupation
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Place of residence (not on public display in a civil partnership notice)
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Period of residence within the district
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Location of ceremony
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Nationality.
Data is archived and removed according to the Registration Service Retention Policy.
Your Rights (Including Complaints Procedure)
You have the right to request access to the personal information we hold about you, to be informed about the collection and use of your personal information, for incorrect information to be corrected (where the law permits) and to request us to restrict the processing of your personal information. In certain circumstances you have the right to object to the processing of your personal information. Your information will not be subjected to automated decision-making.
If you have any questions or concerns about the collection, use or disclosure of your personal information please contact the Superintendent Registrar, Gwynedd Register Office, Gwynedd Council, Shirehall Street, Caernarfon, Gwynedd LL55 1SH
You have the right to complain to the Information Commissioner’s Office about the way we are handling your personal information.
https://ico.org.uk
How long will we retain your information?
Details of retention periods
We will not keep your information longer than it is needed or where the law states how long this should be kept. We will dispose of paper records or delete any electronic personal information in a secure way according to a defined Retention Policy. How long Gwynedd Registration Service retains information is determined through statutory requirements or best practice.
Registration information is retained indefinitely as required by law.
- Information contained in certificate applications is retained for 2 years
- Information contained in notices of marriage or civil partnership is retained for 5 years
- Personal details recorded in general appointment schedules are deleted 1 year after the appointment
- Personal details recorded for the purposes of ceremony bookings are deleted 1 year after the ceremony took place or was due to take place
- Payment information will be held for 7 years.