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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

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,   

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: 

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  
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 
Cheshire SK9 5AF  

0303 123 1113 or 01625 545 745