Privacy notices: Registrars

Who we are

The Register Office
Town Hall 
St Ives Road
Maidenhead 
SL6 1RF
Tel 01628 796422
Email: registrar@rbwm.gov.uk

Lawful basis for processing the information

General Data Protection Regulation 2016 – Article 6(1)(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. 

General Data Protection Regulation Article 6(1)(c) legal obligation.

How we collect information

Personal information may be collected from service users, in person, via telephone call, electronic means (email), by post or completion of a Certificate Application Form.

Categories of information

Personal information is collected to process a query or request for a registration certificate, which includes, name, address, email address, date of birth, occupation and proof of identity.

How we use your personal information

The personal information we hold about you is used for the following purposes:

• statutory registration of births, deaths, stillbirths, marriages and civil partnerships.
• display of notices of the intention to marry/form a civil partnership.
• correcting information contained in a register entry.
• provision of certified copies of register entries.
• updating district and borough electoral roll and council tax records.
• detection and prevention of crime including immigration offences.
• safeguarding of vulnerable adults and children.
• updating government pension scheme records.
• releasing bodies for burial or cremation.
• statistical analysis.
• booking and administering registration service appointments.
• booking and administering ceremonies.
• provision of citizenship ceremonies.
• administration of 'Tell Us Once' accounts including extraction and sharing of personal data with authorised local government departments.

Who has access to your personal information

Registration officers; the Registrar General for England and Wales.

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.

Who we may share your information with

Registration information may be shared with other organisations in the course of carrying out our functions or to enable third parties to perform their duties.

We may share your personal information where there is a lawful basis to do so, including 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.

How long we store your information

Registration information is retained indefinitely as required by law. The retention periods for specific documents are outlined below:

• marriage notices - five years.
• superintendent registrar’s certificates/schedules and certificates and licences for marriage - two years from date of marriage.

Counterfoils of certificates and forms:

• standard certificates of birth, marriage, death and still-birth - two years.
• certificates of registration of  births and still-births - two years.
• forms of report of death to coroner by registrar - one year

Certificates for disposal:

• before or after registration of death - five years.
• still-births - five years.

Routine correspondence:

• relating to registration of births, marriages and deaths, correction of errors, birth re-registrations not made and irregular burials – three years.
• relating to false information given to registration officers, falsification and forgery of certificates of birth, marriage or death; marriage of foreigners and persons divorced abroad – three years.

If you have any questions or concerns about the collection, use or disclosure of your personal information please contact the Register Office by emailing: registrar@rbwm.gov.uk.

Does your service utilise automated decision making? – No