Births, deaths, marriages, civil partnerships and citizenship

Information about our privacy notice and how the London Borough of Redbridge Registration Service process your data in accordance with legal requirements.

Privacy Notice

This Policy explains how the information we collect about you is used and your rights in relation to that information.

Personal 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 the Births and Deaths Registration Act 953, the Marriage Act 1949 and the Civil Partnership Act 2004. 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. 

Data Controllers 

The Superintendent Registrar is a data controller for birth, marriage and death registrations and can be contacted at the London Borough of Redbridge Register Office, Town Hall, 128-142 High Road, Ilford, Essex, IG1 1DD.

The local authority is a data controller for civil partnership registrations and can be contacted via the London Borough of Redbridge, Lynton House, 255-259 High Road, Ilford, Essex, IG1 1NN.

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 Officer, Trafalgar Road, Southport, PR8 2HH. 

Data Protection

The contact details for the Data Protection Officer for the London Borough of Redbridge are also available upon request from the London Borough of Redbridge Register Office, Town Hall, 128-142 High Road, Ilford, Essex, IG1 1DD.

Copies of entries

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 format. 

A copy of the information collected by a registration officer will also be sent to the Register General for England and Wales so that a central record of all registrations can be maintained. This includes marriage registrations occurring at religious buildings registered for marriage in the London Borough of Redbridge. 

Sharing Information 

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:

  1. Statistical or research purposes
  2. Administrative purposes by official bodies e.g. ensuring their records are up to date in order to provide services to the public
  3. Fraud prevention or detection, immigration and passport purposes

Access to your personal information 

Further information on data held by the registration service and a full list of organisations with whom registration data is shared, the purpose and the lawful basis for sharing data can be found below under Data Sharing Arrangements. Alternatively, staff at the office will be able to provide the information. 

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 subject to automated decision-making. 

Registration information is retained indefinitely as required by law. Other official documents required to facilitate registrations are retained only for the minimum period of preservation specified by law. These retention schedules are detailed on the Document Retention Timescale. use of and retention period for personal data taken to facilitate the arranging of a registration activity, such as booking an appointment to complete a registration, are also detailed. 

Further information

If you have any questions or concerns about the collection, use or disclosure of your personal information please contact the Superintendent Registrar, London Borough of Redbridge, Town Hall, 128-142 High Road, Ilford, Essex, IG1 1DD.

You have the right to complain to the Information Commissioner's Office about the way we are handling your personal information. Details on how you can do this can be found on the Information Commissioner's Office Website

Data Sharing Arrangements

Information about our data sharing arrangements and how the London Borough of Redbridge process your date in accordance with legal requirements. 

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. 

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 informant (if not 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 

 

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 (Article 6 *GDPR):

  • 6 (c) legal obligation 
  • The rights to object to processing of personal data or have personal data erased do not apply 

 

Information required: Industry of employment and employment status

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

Statutory basis: No provision 

Lawful basis (Article 6 *GDPR):

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

 

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
  • 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 (Article 6 *GDPR):

  • 6 (c) legal obligation 
  • The rights to object to processing of personal data or have personal data erased do not apply

 

Text

 

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 (Article 6 *GDPR):

  • 6 (c) legal obligation 
  • The rights to object to processing of personal data or have personal data erased do not apply 

 

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 (Article 6 *GDPR):

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

 

Information required:

  • Interval between onset of disease and death
  • Place of death and if in 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 (Article 6 *GDPR):

  • 6 (c) legal obligation 
  • The rights to object to processing of personal data or have personal data erased do not apply 

 

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 (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 Marriage

 

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 (Article 6 *GDPR)

  • 6 (c) legal obligation 
  • The rights to object to processing of personal data or have personal data erased do not apply 

 

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 19479
  • Regulation 12 Registration of Marriage Regulations 2015

Lawful basis (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

 

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 (Article 6 *GDPR):

  • 6 (c) legal obligation 
  • The rights to object to processing of personal data or have personal data erased do not apply 

 

Information 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 parnters
  • 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 (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

 

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 (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.

 

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 officer 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 (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 officer 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 the 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 required by those using the service. The data is not passed on and is used solely to ensure that service is delivered.

Lawful basis (Article 6 *GDPR):

  • No lawful 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 required by those using the service. The data is not passed on and is used solely to ensure that service is delivered. 

 

Applying for a Certificate or general search of indices of registrations 

 

Purpose: To allow registration officers to locate the registration entry to 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 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 the delivery of the service 

Lawful basis (Article 6 *GDPR):

  • No lawful 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 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 the delivery of the service 

 

Resolve 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 solely to ensure the deliver of the service

Lawful basis (Article 6 *GDPR):

  • No lawful 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 solely to ensure the deliver of the service

 

applying for (including holders of) licences for premises approved for civil marriages and civil parnerships

 

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 (Article 6 *GDPR):

  • 6 (c) legal obligation 
  • The rights to object to processing of personal data or have personal data erased do not apply 

 

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 of have personal data erased do not apply

Sharing of registration information 

Civil Registration Services

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

 

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 

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

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

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

Statutory basis: Provision under review

Lawful basis (Article 6 *GDPR): 

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

 

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 (Article 6 *GDPR):

  • 6(c) legal obligation 
  • The rights to object to processing of personal data or have personal data erased do not apply 

 

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

 

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

 

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

 

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 

 

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

 

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:

  • S546(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 

 

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 

 

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 

 

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

 

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 

 

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 

 

Purpose: To assist the deliver 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 

 

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 

 

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 

 

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 

 

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

 

Purpose: Removal of names form 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

 

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

 

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 

 

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) Dentist 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 

 

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: S12(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 

 

Purpose: Booking Bug hosts the London Borough of Redbridge Registration Service's appointment and ceremony diary. As this service is web-base, Booking Bug has access to customer bookings, solely if the London Borough of Redbridge requires technical support with the IT solutions

Information required: 

  • Names
  • 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 buildings0
  • 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 allow a third-party IT solution to provide access to 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 the delivery of the service. 

Lawful basis (under Article 6 *GDPR): No lawful basis for taking this information to arrange an appointment or ceremony, or to allow a third-party IT solution to provide access to 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 the delivery of the service. 

 Booking Bug uses extremely high security storage for data. 

 

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 the London Borough of Redbridge

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 of have personal data erased do not apply

 

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 applicalbe

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 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

 

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

 

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

 

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 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 of 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. 

 

Class of Document Period after which document is destroyed
Appointment forms of registration officers 1 year after retirement
Forms of appointment of authorised persons under the Marriage Act 1898 or the Marriage Act 1949 2 years after vacation of office
Registrar General's authorities for registration after 12 months in accordance with sections 7 and 21 of the Births and Deaths Registration Act 1953 2 Years
Books recording issue of books and forms of medical certificates (Form 17) 5 years after last entry
Notification of disposals of bodies of deceased persons 5 years
Declarations made by applicants for certificates for disposal (no liability to register)  5 years
Marriage notices 7 years
Forms of consent to marriages of minors 1 year
Caveats against the grant of a superintendent registrar's certificate or certificate and licence or Registrar General's licence for marriage 2 years
Superintendent registrar's certificates and certificates and licences for marriage 2 years from date of marriage
Notifications of the issue of the Registrar General's licence for marriage and Registrar General's licences for marriage 2 years from date of  marriage
Requisitions for certificates of birth, marriage or death issued under certain Acts of Parliament for the purpose of those Acts 2 years
Requisitions for certificates issued for the purposes of the 1st Schedule to the Industrial Assurance and Friendly Societies Act 1948 and the 5th Schedule to the Friendly Societies Act 1974 6 years
Certificate issued for purposes of certain other Acts of of Parliament 2 years
Certificates of registration of births and still-births  2 years
Requisitions to persons liable to register who have failed to do so  1 year
Forms of report of death to coroner by registrar 1 year

Certificates for disposal:

  1. before or after registration of death
  2. still-births
  3. no liability to register
 5 years

Accounting books and records: Record and demand book

 10 years

Cash book, Paying-in book/slips, Receipt books, Registrar General's certificate and direction

 7 years

Form of account

 2 years

Routine correspondence relating to appointment and conduct of officers

 2 years

Routine correspondence relating to registration of births, marriages and deaths, correction of errors, birth re-registrations not made (Forms LA1 and GRO 185 and copy documents), issue of certificates under certain Acts of Parliament, irregular burials

 3 years 

Routine correspondence relating to false information given to registration officers, falsification and forgery of certificates of birth, marriages or death; marriage of foreigners and persons divorced abroad

 3 years

Routine correspondence relating to accounting transactions, charges, receipts 

 2 years

Other correspondence

 3 years

Statutory declaration regarding the loss or destruction of a certificate issued under the Industrial Assurance and Friendly Societies Act 1948 and the Friendly Societies Act 1974

 6 years

Citizenship Cover Notes

 2 years

 

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