Details
- Name of service - Surrey Registration and Nationality Service
- Directorate - Customer and Communities
- Date of issue - 25 May 2018
- Date of current version - 16 October 2024
- Review date - 16 October 2026
Notice
The reasons why we use your personal data
This policy explains how the information we collect about you is used and your rights in relation to that information.
What processing of personal data is undertaken by the service
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 1953, 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 make an application to this office, for example for a certificate or to correct information contained in a register entry.
For the purposes of citizenship ceremonies, the Home Office send naturalisation certificates to the Register Office for each individual, successful new citizen.
The information provided by the Home Office will be held and processed by registration officers for the registration district.
Information held includes the following:
- poll date
- Home Office reference number
- lead case identifier
- full name
- poll number
- certificate number
- address
- date of birth
- country of origin
- telephone number
- email address
How we are allowed to use your personal data
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: registration.guildford@surreycc.gov.uk.
The local authority is a data controller for civil partnership registrations and can be contacted at registration.guildford@surreycc.gov.uk.
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.
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.
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.
Consent
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 at registration.guildford@surreycc.gov.uk.
Who we share your personal data with
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 by ensuring their records are up-to-date in order to provide services to the public
- Fraud prevention or detection, immigration and passport purposes
- Stopford Information Management Systems (Appointment and Ceremony Booking system)
We will share your citizenship data with:
- The Home Office to confirm attendance of a ceremony
- Electoral Registration Officers
- other County Council services if requested
- law enforcement or other authorities if required by applicable law
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 on our website. Alternatively, staff at this office will be able to provide the information.
Retention of data
Registration information is retained indefinitely as required by law. Non- financial information is retained for up to 5 years after the date of the event. Information relating to venue licensing is retained for 6 years after the licence has been issued and financial information is retained for 7 years after the date of the event. Citizenship data will be kept for 2 years from the ceremony date.
Other information
For further information on our privacy notices, please see information and privacy.