Registration Service Privacy Notice
Who we are and what we do
Gateshead Registration service is part of Gateshead Council. We are based at The Register Office, Civic Centre, Gateshead and provide the following services:
registration of births, deaths, marriages and civil partnerships
notices of marriage and civil partnership
marriage and civil partnership ceremonies
naming and re-affirmation of vows ceremonies
citizenship ceremonies
issue of copy certificates
This privacy notice provides specific information about how we processes your personal data. It is an addition to the information contained in our Corporate Privacy notice.
What type of information is collected from you
We collect personal information to understand your needs and provide services. Information may include:
name (including any previous names)
address
telephone number
email address
date of birth
place of birth
sex
occupation
images
marital status
date, time and location of your ceremony
We also collect the following special category data:
race or ethnic origin
sexual orientation
How we collect information about you
We collect information about you from various sources to ensure that we meet your needs, including:
face to face contact
by email
by telephone
This can be when you book your appointment, during the appointment or while planning for your ceremony.
Why we need your information
Our purpose for collecting your personal data is part of our public statutory task or to provide a service you have requested.
The lawful basis for our processing is:
performance of a contract to which data subject is party
legal obligation to which the data controller is subject
task in the public interest
Our lawful basis for processing of sensitive personal data is:
reasons of substantial public interest (with a basis in law)
The legislation the service is obliged to comply with includes:
Civil Partnerships, Marriages and Deaths (Registration etc) Act 2019
Registration of Marriages Regulations 2021
For a full list of relevant legislation, please contact registeroffice@gateshead.gov.uk
Who your information can be shared with
Our Corporate Privacy notice explains information sharing the Council carries out. This sharing fulfils statutory obligations, legal requirements and service delivery. Registration services can share your information with:
General Register Office (National Office for Registration services)
Home Office
Registrars in other districts
Please note: Official registers are a matter of public record. Members of the public can obtain copy certificates (for a fee) of register entries if they can identify the entry required.
Our lawful basis for this sharing is:
legal obligation to which the data controller is subject
task in the public interest with a basis in law
Your consent is not required.
If we wish to share your information with other council services or third parties for purposes outside of those listed above we will ask your permission.
How long we will keep your information
We keep your information for as long as we need to provide services to you. We may also need to keep your information in accordance with legal or other obligations. Where we have no need to keep your data it will be securely destroyed. We keep a Record of Processing Activity (a requirement under the GDPR). This sets out the specific retention periods applicable in different circumstances. For more information please contact: Sarah Graham, Superintendent Registrar, registeroffice@gateshead.gov.uk
Where your information is held
We hold personal information in secure electronic systems on Gateshead council servers and in the Microsoft Cloud. Paper copies are stored securely within council premises.
Additional information is held on the national Registration Online (RON) System.
How you can update your information
Our delivery of efficient services depends on the accuracy of your information.
Please inform us of any changes to the following:
- email address
- personal circumstances
- postal address
- any of the other information we hold
Please contact: registeroffice@gateshead.gov.uk
Your information rights
Please see the relevant section of our Corporate Privacy notice.
Marketing and e-newsletters
Please see our email marketing privacy notice.
Business intelligence, profiling and automated-decision making
Please see the relevant section of our Corporate Privacy notice.
Protecting your information
Please see the relevant section of our Corporate Privacy notice.
Data Protection Officer
Data Protection Officer
Civic Centre
Regent Street
Gateshead
NE8 1HH
0191 433 3000
Information Commissioner's Office
The Information Commissioner is the UK's independent body for upholding information rights. Visit their website to find out more about your rights under Data Protection law, and what to expect from us.
For privacy practices or data protection rights concerns, contact the Information Commissioner's Office:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
0303 123 1113 or 01625 545 745