Privacy Statement
Privacy Notice - Registration Services
This privacy notice covers how Pembrokeshire County Council (as a Data Controller) will collect, use and share your personal data for the purposes of
- Managing ceremony bookings with Pembrokeshire Registration Service
- Booking birth registration, death registration and notice of marriage, civil partnership or proof of life appointments.
- Registration of civil partnerships.
- Processing citizenship certificates.
- Licensing approved premises.
- Registering authorised persons for religious buildings.
- Processing Church of Wales marriage documents.
Personal information collected from you in order to register an event is required by law.
The superintendent registrar is a data controller for birth, marriage and death registrations and can be contacted at The Register Office, Pembrokeshire Archives, Prendergast, Haverfordwest, Pembrokeshire, SA61 2PE.
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.
(See separate notice for how data for which the Superintendent Registrar and the Registrar General are data controllers is processed).
The local authority is a data controller for civil partnership registrations and can be contacted at Pembrokeshire County Council, County Hall, Haverfordwest, Pembrokeshire, SA61 1TP.
Why we need your information (purpose of processing)
We collect and use your personal information so that we can
- Arrange and manage your marriage, civil partnership or celebratory ceremony booking. This will allow us to contact you at key points during the booking process and track whether you have completed the legal preliminaries and other pre-ceremony requirements in time.
- Register civil partnerships. This provides the legal entry for your civil partnership.
- Book appointments for birth and death registrations and for giving notice of marriage or civil partnership. This allows us to contact you about your appointment.
- To arrange citizenship ceremonies. This allows us to send you information relating to your citizenship ceremony and enable us to follow up any issues arising after your ceremony.
- Process any applications made to this office. For example for a certificate or to correct information contained in a register entry.
- Licence venues for civil ceremonies. This allows us to contact venues and processing applications and renewals.
- Register authorised persons at religious buildings. This allows us to record current approved persons.
- Manage marriage documents completed by the Clergy. This allows us to contact members of the clergy if there are issues with submitted marriage documents.
The information that you provide will be processed according to the UK General Data Protection Regulation, the Data Protection Act 2018 and Births and Deaths Registration Act 1953, The Registration Service Act 1953, Registration of Births and Deaths Regulations 1987, Population Statistics Act 1938, Marriage Act 1949, The Registration of Births, Deaths and Marriages Regulations 1968, Social Security Administration Act 1992, Immigration and Asylum Act 1999, Civil Partnership Act 2004, Regulation of Civil Partnership (Registration Provision) regulations 2005, The Social Security (Notification of Deaths) Regulations 2012, Immigration Act 2014, Registration of Marriage Regulations 2015. Nationality, Immigration and Asylum Act 2002, British Nationality (General) Regulations 2003 amended by the British Nationality (General) (Amendment) Regulations 2003, Marriages and Civil Partnership (Approved Premises) (Amended) Regulations 2005, The Civil Partnership (Opposite Sex Couples) Regulations 2019, Equality Act 2010.
We will also make any disclosures required by law and we may also share this information with other bodies responsible for detecting/preventing fraud/crime or auditing/administering public funds to ensure money is targeted and spent in the most appropriate and cost effective way. In order to achieve this, information will be shared with our Audit Service within Pembrokeshire County Council and with The Auditor General for Wales (Audit Wales Privacy Notice).
We will not make any disclosures to third parties for marketing purposes.
Your data will be secure and confidential at all times and we will only collect the personal information that is required to provide you with our service.
What personal data is being collected?
The categories of personal data being collected are:
- Births & Deaths - informants name, telephone number and email address address.
- Births – child’s DOB, place of birth, parent’s relationship status.
- Notices - names, addresses, tel number, e-mail address, place of marriage or civil partnership, gender, nationality.
- Civil partnerships – as notices also date of birth and parent’s details and place of civil partnership which could imply their religious belief.
- Authorised persons for church/chapel name, address, telephone number, email address and the church/chapel they are associated with (which would imply their religious belief).
- Citizenship ceremonies – name, address, telephone number, email address and nationality.
What is our lawful basis for processing your personal data?
The UK General Data Protection Regulations (UK GDPR) requires specific conditions to be met to ensure that the processing of your personal data is lawful. These relevant conditions are below:
- Article 6 (1)(b) Contract: the processing is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract.
- Article 6 (1)(e) Public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.
Some types of personal data are more sensitive than others, and need more protection. This is classed as ‘special category data’ and could include information about your racial or ethnic origin, political opinions, religious or philosophical beliefs or trade union membership and the processing of genetic or biometric data, health and sex life and sexual orientation.
We process this type of special category data as it is necessary for reasons of:
- Article 9 (2)(e) Information has already been made available in the public domain by you.
-
Article 9 (2)(g) Substantial public interest.
(The relevant Data Protection Act 2018 conditions are – Schedule 1 Part 2: Statutory and government purposes)
Who will we share your information with?
We may need to share your personal data with internal departments, other organisations and third parties, this will include:
- Registration of Births, Deaths, Marriages, Civil Partnerships (and taking notice of Marriages and Civil Partnerships) can only be shared through legal gateways determined by legislation or via a copy of certificate (need to provide the information on the certificate to get a copy).
- Some local authority departments
- DWP
- Health Board
- Zipporah appointment diary system who are our data processor.
Pembrokeshire County Council has a duty to protect the public funds it manages. Therefore, the information that you have provided to us may be used for the prevention and detection of fraud and for auditing purposes both internally and externally.
The personal information we have collected from you will be shared with fraud prevention agencies who will use it to prevent fraud and money-laundering and to verify your identity. If fraud is detected, you could be refused certain services, finance, or employment. Further details of how your information will be used by us and these fraud prevention agencies, and your data protection rights, can be found by visiting CIFAS
How long do we keep hold of your information?
Pembrokeshire County Council will only keep your information for as long as is necessary, we will retain the information provided to us for:
- Notices - 5 years.
- Register entries (births, deaths, marriages) - kept indefinitely.
- Civil partnership register entries – kept indefinitely.
- Applications for Certified Certificates of Birth, Death, Marriage and Civil Partnership, Ceremony Bookings, Citizenship Ceremony Bookings – 2 years.
- Applications for Approved Premise Licence – For the term of the license
- Clergy and Approved Person for Religious Buildings - For the duration of them being authorised - 2 years after vacation of office.
- Ceremonies planning electronic diary – 2 years
- Zipporah appointment diary – anonymised after 2 years, deleted at 7 years.
Your information will be securely disposed of once it is no longer required.
Your Rights
Under the UK General Data Protection Regulation and Data Protection Act 2018, you have rights as an individual including:
- The right to Rectification – you have the right to ask to have your information corrected.
- The right to Restrict processing may apply – you may request that we stop processing your personal data however, this may delay or prevent us delivering a service to you. We will seek to comply with your request but may be required to hold or process information to comply with our legal duties.
- The right to Object – this is not an absolute right and will depend on the reason for processing your personal information.
- The right to Erasure - you may request that we erase your personal data however, this may delay or prevent us delivering a service, or continuing to deliver a service. We will seek to comply with your request but may be required to hold or process information to comply with our legal duties.
- The right to not be subject to Automated decision making and profiling.
- The right of Access – you have the right to ask us for copies of your personal data. To make a request, please contact:
Access to Records
Pembrokeshire County Council
County Hall
Haverfordwest
SA61 1TP
Email: accesstorecords@pembrokeshire.gov.uk Telephone: 01437 764551
Complaints or Queries
Pembrokeshire County Council endeavours to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this seriously. We encourage people to bring to our attention if they believe that our collection or use of information is unfair, misleading or inappropriate.
This privacy notice does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below:
Data Protection Officer
Pembrokeshire County Council
County Hall
Haverfordwest
SA61 1TP
Email: dataprotection@pembrokeshire.gov.uk
Telephone: 01437 764551
If you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioner’s Office as the statutory body which oversees data protection law:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
SK9 5AF
Email: wales@ico.org.uk
Telephone No: 0303 123 1113
Our Contact Details as Data Controller are:
Pembrokeshire County Council, County Hall, Haverfordwest, Pembrokeshire, SA61 1TP.
Telephone number: 01437 764551 or enquiries@pembrokeshire.gov.uk
Our Data Protection Officer’s information is detailed above in the Complaints and Queries section.
Changes to this privacy notice
We keep our privacy notice under regular review.