Cardiff Registration Service Privacy Statement
Cardiff Registration Service is part of Cardiff Council, who is the Data Controller for the purposes of the data collected. All personal data is processed in accordance with the UK GDPR and Data Protection Act 2018.
This privacy notice covers how Cardiff Registration Service will collect, use, and share your personal data for the purposes of booking birth registration, death registration and notice of marriage or civil partnership appointments, as well as arranging and managing your marriage, civil partnership, celebratory or citizenship ceremony booking.
Personal information collected from you 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, the Civil Partnership Act 2004, Immigration Act 2014, Registration of Marriage Regulations 2015, The Civil Partnership (Opposite Sex Couples) Regulations 2019 and Equality Act 2010.
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 are making an application to this office, for example to book an appointment or ceremony, for a certificate or to correct information contained in a register entry.
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 The Register Office, City Hall, King Edward VII Avenue, Cardiff CF10 3ND and registrars@cardiff.gov.uk
The local authority is a data controller for civil partnership registrations and can be contacted at registrars@cardiff.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 to help members of the public identify the registration record they might need. Indexes are available in paper format at the Register Office.
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 departments and organisations while carrying out our functions, or to enable others to perform theirs. This includes a weekly report of births to the Local Education Authority; and deaths to the Health Authority, Elections, Council Tax and Safeguarding (under 18 year old deaths). Birth registration details are also shared with Children’s Centres with your consent and death registrations with the Department of Work and Pensions for Tell Us Once.
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 for example ensuring their records are up-to-date in order to provide services to the public.
- Fraud / crime prevention or detection, immigration, and passport purposes.
We will not make any disclosures to third parties for marketing purposes.
What are your Data Protection rights?
You have various rights around the data we hold about you.
Cardiff Register Office would like to make sure you are fully aware of all your data protection rights. Every user is entitled to the following:
The right to access – you have the right to request for copies of your personal data.
The right to rectification – you have the right to request that we correct any information you believe is inaccurate. You also have the right to request to complete the information you believe is incomplete.
The right to erasure – you have the right to request that we erase your personal data, under certain conditions.
The right to restrict processing – you have the right to request that we restrict the processing of your personal data, under certain conditions.
The right to object to processing – you have the right to object to our processing of your personal data, under certain conditions.
The right to data portability – you have the right to request that Cardiff Register Office transfer the data that we have collected to another organisation, or directly to you, under certain conditions.
The right to object – to make a complaint about any aspect of our use of your data.
If you make a request, we have one month to respond to you.
However, as we are processing your personal data under a legal obligation or as a public task, you only 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 fees apply) 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 and is not portable.
Registration information is retained indefinitely as required by law. Other personal records are deleted in line with our retention schedule.
Cookies
Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. When you visit our website, we may collect information from you automatically through cookies or similar technology. For further information, visit allaboutcookies.org.
What types of cookies do we use?
There are several different types of cookies, however, our website uses functionality cookies so that we recognise you on our website and remember your previously selected preferences. These could include what language you prefer and location you are in. A mix of first-party and third-party cookies are used.
How to manage cookies
You can set your browser not to accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.
Privacy policies of other websites
Cardiff Register Officer website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.
Changes to our privacy policy
Cardiff Register Office keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 22nd March 2023.
How to contact us
If you have any questions about our privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us via email at dataprotection@cardiff.gov.uk or by post:
Data Protection Officer
Information Governance Team
County Hall
Atlantic Wharf
Cardiff
CF10 4UW
How to contact the appropriate authority
Should you wish to report a complaint or if you feel that Cardiff Register Office has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office via their website https://ico.org.uk/concerns/getting/ or by calling 0303 123 1113.
