Privacy Notices - Registration Office appointment booking and copy certificates Privacy Notice

You need to be aware of this Privacy Notice if:

• you are making an appointment to register a birth or death
• you are making a booking for a marriage, civil partnership, vow renewal or naming ceremony
• you are making a booking for a citizenship ceremony
• you are making an appointment to give notice of marriage or civil partnership
• you are making an appointment to attend a British citizenship ceremony
• you are ordering a copy of a certificate

You are completing a legal change of name process.

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

Swindon Borough Council will act as a “Data Controller” for any personal data that you provide to us. We will ensure that the data given to us is processed in line with our Data Protection Act 2018 /and the UK General Data Protection Regulations. (GDPR).

To find out more about Swindon Borough Council’s data protection policies please contact our Data Protection Officer. dataprotection@swindon.gov.uk or in writing to Data Protection Officer, Civic Offices, Euclid Street, Swindon, Wiltshire, SN1 2JH.

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of data is governed by the Data Protection Act 2018/UK GDPR.

Swindon Borough Council collects a range of data about you in order to deliver the Registration service. This includes your name, date of birth, address, email address and telephone number(s).

When holding a ceremony in our garden room we will collect visual images and sound recordings.

Card and bank details required to make payment for the service are collected directly by our third-party partners (Capita for card transactions) on behalf of Swindon Borough Council.

Personal data will be stored on our IT systems, including Registration online System (RON) our Stopford Agenda booking system and email systems.

We comply with our obligations under the GDPR. This means it keeps personal data up to date; stores and destroys it securely; does not collect or retain excessive amounts of data; protects it from loss, misuse, unauthorised access and disclosure; ensures that appropriate technical measures are in place to protect it.

The personal data provided is used to deliver the registration service, including:

• To contact you regarding your appointment or booking
• To issue certificates for postage
• To complete a birth, stillbirth or death registration
• To complete a notice of marriage or civil partnership
• To deliver your vow renewal or naming ceremony
• To complete British citizenship bookings and ceremonies
• To complete a change of name document
• To manage and deliver services to you and support you
• To keep track of spending on services

We must always ensure that processing your data is generally lawful, fair and transparent and complies with all the other principles and requirements of the Data Protection ACT 2018/UK GDPR. As some of the personal data we are asking for is categorised as special category data we are required to identify an Article 6 basis for processing data and meet a specific condition of Article 9 of the Data Protection ACT 2018/UK GDPR.

Our lawful basis for processing is public Task – Article 6 (e) of the Data Protection ACT 2018/UK GDPR.

In relation to any special category data, our lawful basis is Reasons of substantial public interest Article 9(2)(g) and Part 2 of Schedule 1 (6) of the Data Protection ACT 2018/UK GDPR.

We may also need to show some of the information you give us to other people. For example, during a death registration we will complete the Tell Us Once service, this is so they can complete the process of closure of a deceased affairs.

We will do what we can to make sure we hold records about you (on paper and electronically) in a secure way, and we will only make them available to those who have a right to see them.

Controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it.

Training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong.

We keep your information for as long as necessary for the purpose that it was collected. Please contact IG team if you want to know the retention schedule.

Unless subject to an exemption under the DPA, you have the following rights with respect to your personal data:

The right to request a copy of your personal data which Swindon Borough Council holds about you

The right to request that Swindon Borough Council corrects any personal data if it is found to be inaccurate or out of date

The right to request your personal data is erased where it is no longer necessary for Swindon Borough Council to retain such data

The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing

The right to object to the processing of personal data

The right to lodge a complaint with the Information Commissioners Office

For further details on how your information is used, how we maintain the security of your information, and your rights to access information we hold on you: Email the Data Protection Officer at: DataProtection@swindon.gov.uk or write to us at:

The Data Protection Officer
Swindon Borough Council
Civic Offices
Euclid Street
Swindon
SN1 2JH

In the event that you wish to complain about the way that your personal data has been handled by Swindon Borough Council, you should write to the Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with our customer complaint procedure.

If you remain dissatisfied with the way your personal data has been handled, you have the right to complain to the Information Commissioner’s Office at www.ICO.org.uk. You may refer the matter to the Information Commissioner’s Office whose contact details are below:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Email: casework@ico.org.uk

This website also contains information on data protection and your rights and remedies.

When carrying out a birth/death/marriage/civil partnership registration you are required to provide personal data to Swindon Register Office to complete this process; therefore, if you do not provide the data, we may not be able to process your request properly or at all.

A yearly audit will take place on personal data to ensure that we remain legally compliant in accordance with current data protection legislation.

You are viewing the Privacy Notice for the Registration Office appointment booking and copy certificates.

Read the main Privacy Notice