Registration service privacy notice

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

Who is the data controller for the information I provide?

The superintendent registrar is a data controller for birth, marriage and death registrations and can be contacted via 

The local authority is a data controller for civil partnership registrations and can be contacted via information​requests​

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.

Why we collect your data

The information collected from you in order to register an event is required by law.

What is the legal basis for collecting and processing this data?

The main legislation which governs the collection of registration information is the Births and Deaths Registration Act 1953, the Marriage Act 1949 and the Civil Partnership Act 2004. Articles 6 and 9 of the GDPR makes provision for data to be processed if it is required due to a legal obligation and/or official duty of the authority and is in the public interest.

The information we may collect

In terms of the law you are required to provide is set out in the document below.

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

Do I have to provide this information, and what will happen if I don’t?

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.

The information you provide will be held and processed by registration officers for this registration district.

Who will your information be shared with?

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 paper format at the Register Office, St George’s Hall and may be viewed on payment of the appropriate statutory fee. Where the information contained within local indexes is available online it is done in a manner which is compliant with data protection and Human Rights legislation. We also provide a family history society with the index information that they publish on their own website so that customers can search free of charge.

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:

  • Statistical or research purposes.
  • Administrative purposes by official bodies e.g. ensuring their records are up-to-date in order to provide services to the public.
  • 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 in the document below.

Alternatively, staff at the Register Office will be able to provide the information.

How long will you keep this information for?

Registration information is retained indefinitely as required by law. Please see What we do with your data for the council's full retention schedule.

How will my information be stored?

Information recorded for birth, death, marriage and stillbirth registrations is held in paper format.

Application forms for certificates and other services are stored in paper format, or where application is made online in paper format at the Register Office.

Will this information be used to take automated decisions about me?


Will my data be transferred abroad?


What rights do I have when it comes to my data?

You have a number of rights that are set out on the How to access your data page of this section.

Where can I get advice?

View our Help and advice page for more information.