City of York Council (CYC) current data protection notification is registered with the Information Commissioner’s Office (ICO) - reference Z7700853. We regularly review this privacy notice, and it was last updated in August 2024.
CYC is committed to ensuring that personal data is handled in accordance with the principles set out in data protection legislation and guidance from the Information Commissioner’s Office (ICO).
This privacy notice tells you what to expect when we collect personal information about you.
CYC is the controller for this information unless we specifically state otherwise in this privacy notice.
You can contact the Superintendent Registrar at York Register Office on telephone: 01904 553190, or email: amanda.sykes@york.gov.uk.
You can contact the council’s Data Protection Officer at:
West OfficesStation Rise
York
YO1 6GA
Telephone: 01904 554145.
Email: information.governance@york.gov.uk.
This privacy notice should be read in conjunction with other relevant specific privacy notices that are available in our Privacy Notice.
When appropriate we will provide a ‘just in time’ notice to cover any additional processing activities not mentioned in this privacy notice.
- How we collect your information
- What personal data we process and why
- Automated decision-making
- Collecting information automatically
- Children's information
- Lawful basis for processing your personal data
- How long we keep your personal data
- Data sharing
- Data processors and/or third parties
- Transfers of personal data
- How we protect your information
- Your rights in relation to this processing
How we collect your information
We get information about you from the following sources:
- directly from you or when a booking is made for the required service such as baby naming, renewal of vows
- directly from you when you are contacting us about the Register Office services
- directly from you if you choose to take part in our online surveys
What personal data we process and why
The information you provide will be used by the relevant statutory services or other services or because you have asked for a service to be provided such as baby naming, renewal of vows.
We process the following personal data:
- name
- date of birth
- contact details
- any further information required for the relevant service to provide their service
- information to verify identity which enables us to sign proof of life forms
- your photo(s), image or video recording where you have consented to this as part of your ceremony
- your feedback, comments and opinions if you choose to take part in our online surveys
We may also process certain ‘special category’ data including:
- ethnicity information
- medical information
- details of relationships and sexual orientation
- religious and philosophical beliefs
If you do not provide the information requested, we may not be able to:
- provide you with the information you need
- make the application for the service you require
- book the service or make the appointment for the service you require
The information you provide to the York Register Office Registration Service will be used to:
- provide you with the information or the service you requested; this can be one of our statutory services or other services we offer such as baby naming, renewal of vows
- help plan your marriage ceremony
- update internal systems to ensure our records remain accurate and up to date with any new information you provide
- book your appointment with the required service
- verify that you are who you say you are which in turn enables us to sign the proof of life form
If you choose to take part in our online surveys you will find details about what we will do with your information in the privacy notice for them. You can find our surveys at
An application for a certificate may be made to York Register Office or to the General Register Office (GRO).
The GRO makes indexes, for the central record of registrations, publicly available to help members of the public identify the registration they might need. York Register Office also makes a local index available for this purpose.
See details of our statutory services and the data we collect in York Register Office Privacy Notice Annex A1.
See further information on data held by the Registrar General.
York Register Office will ask for your consent as part of your ceremony planning to share or re-post photos/images or video recording you take with us, for promotional purposes such as publishing in our printed publications, on our website, or our social media (and may therefore be shared across the internet) or all of these. We will not include full names, personal e-mail or postal addresses, or telephone numbers when on video or on our website or in printed publications.
York Register Office does not pass personal data to third parties for marketing, sales, or any other commercial purposes without your prior explicit consent. Find out more about the use of social media by City of York Council, including an official list of sites.
You can withdraw your consent at any time by contacting us on email: ceremonies@york.gov.uk.
We may also contact you with updates, and/or surveys/consultations where you have given us your consent to do so. You can withdraw your consent at any time by contacting us on email: registrar@york.gov.uk.
Automated decision-making
We do not carry out any automated decision-making at York Register Office.
Collecting information automatically
Please see our Cookies Policy for further information about the information we collect automatically when you use our website.
Children’s information
Where we provide services directly to children or young people, the information in the relevant parts of this notice applies to children and young people, as well as adults.
Lawful basis for processing your personal data
Any personal data including special category data that we process about individuals is done so in accordance with Article 6 and 9 of the UK GDPR and Schedule 1 of the Data Protection Act 2018 (DPA 2018).
The legal basis for processing your personal data is in accordance with the following:
- Article 6 (1) (a) Consent: the individual has given clear consent to process their personal data for a specific purpose.
- Article 6 (1) (b) Contract: the processing is necessary for a contract with the individual, or because they have asked to take specific steps before entering a contract.
- Article 6 (1) (c) Legal obligation: the processing is necessary for the council/Register Office to comply with the law (not including contractual obligations).
- Article 6 (1) (e) Public task: the processing is necessary for the council/Register Office to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.
The legal basis for processing your special category data is in accordance with the following:
- Article 9 (2) (a) Explicit consent
- Article 9 (2) (e) Made public by the data subject
- Article 9 (2) (g) Reasons of substantial public interest (with a basis in law)
This is supported by Schedule1, Part 2 (6) of the Data Protection Act 2018 and legislation such as:
- S1 Births and Deaths Registration Act 1953
- Regulation 7 Registration of Births and Deaths Regulations 1987
- S1 Population Statistics Act 1938
- S15 Births and Deaths Registration Act 1953
- S22 Births and Deaths Registration Act 1953
You can find more details about the legislation in the York Register Office Privacy Notice Annex A1.
Some of the Schedule 1 conditions for processing special category data require an Appropriate Policy Document (APD) to be in place, which sets out and explains the procedures for securing compliance with the principles in Article 5 and policies regarding the retention and erasure of such personal data. This document explains this processing and satisfies the requirements of Schedule 1, Part 4 of the DPA 2018 and supplements this privacy notice.
Our Appropriate Policy Document provides further information about this processing.
How long we keep your personal data
Personal information which you are required by law to provide for a registration will be kept by the relevant local registration officer at York Register Office.
We will only keep information for as long as is necessary and then securely and confidentially destroy it.
We will only keep your photos/image and/or video recording for up to 2 years from the date the photographs were taken.
See more information relating to our statutory services and the retention of personal data in York Register Office Privacy Notice Annex B.
You can find more details about how long the council keeps records in the Council retention schedule page.
Data sharing
A copy of any register entry will be provided to any applicant, if 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").
The local registration officer to whom you supply information will also send a copy of this information to the General Register Office (GRO) for England and Wales so that a central record of all registrations can be maintained.
As well as providing certificates, local registration officers and the GRO where it is permitted under data protection and privacy legislation, may make registration information available to other council departments or services, and other organisations, for the following purposes:
- statistical or research purposes
- administrative purposes by official bodies for example, ensuring their records are up-to-date
- fraud prevention or detection, immigration, and passport purposes
We may choose to make the information contained within local indexes available online. This will be done to help members of the public identify the registration they might need. Any information placed online will be done in manner which is compliant with data protection and privacy legislation.
Additionally, confidential information for statistical purposes which you are required by law to give to the local registration officer, and other information provided voluntarily, will be passed to the UK Statistics Authority for the preparation and supply of statistics.
The council must protect public funds and may use personal data and data-matching techniques to detect and prevent fraud, collect taxes, and ensure public money is targeted and spent in the most appropriate and cost-effective way. To do this, your personal data may be shared with other bodies responsible for auditing or administering public funds including:
- other local authorities
- the Audit Commission
- the Department for Work and Pensions
- HM Revenue and Customs
- the Police
See details of how we share personal data across our statutory services in York Register Office Privacy Notice Annex A2.
In some circumstances, such as under a court order or safeguarding, we are legally obliged to share information. We may also share information about you with third parties including our data processors, government agencies and external auditors.
For example, if we have a legal obligation to do so, such as law enforcement, fraud investigations, regulation and licensing, criminal prosecutions, and court proceedings.
We will always satisfy ourselves that we have a lawful basis on which to share the information and document our decision-making.
Additionally, we are required under the Public Records Act 1958 (as amended) to transfer records to the City or National Archives (TNA) for permanent preservation. Full consideration will be given to Data Protection and Freedom of Information legislation when making decisions about whether such records should be open to the public.
Tell Us Once bereavement service
At a death registration appointment, York Register Office will offer you the option to use the Tell Us Once bereavement service. This is a free government initiative which aims to ease the burden of notifying local and central government departments that someone has died.
If you accept, we will trigger the notification for you, so that you can complete the process either online or telephone.
You will need to be the next of kin or the person dealing with the deceased's estate to use the service or have their permission to do so.
The Tell Us Once team will confirm to you all of the agencies which will be contacted.
Your initial details will be recorded on the Tell Us Once system by the registration officer at your appointment, because we are not able to do it at a later stage. You have 28 days from the date the record was created on the Tell Us Once system to contact the Department for Work and Pensions.
If the deceased’s details have been recorded on the system and you never use the service; the information will not be shared with anyone and is deleted after 28 days.
The information you give us is treated in strict confidence. The organisations contacted will use the information to update records and end services, benefits, and credits as appropriate.
Information will only be used as the law allows and will not be given to any department or organisation unless you have given your consent for it to be contacted.
Data processors and/or third parties
Where we have third parties providing parts or all of our services for us, we have contracts or agreements in place with them.
Our case management system is provided by Stopford and you can find out how they use information in the Stopford Privacy Notice.
Where we use SurveyMonkey for our surveys you can find out how they use information in the Survey Monkey Privacy Notice.
Transfers of personal data
We don’t routinely transfer personal data outside of the UK but when this is necessary we ensure that we have appropriate safeguards in place and that is done in accordance with the UK data protection and privacy legislation.
How we protect your information
We're committed to keeping your information safe and secure. There are several ways we do this, such as:
- IT security safeguards such as firewalls, encryption, and anti-virus software
- on-site security safeguards to protect physical files and electronic equipment
- training for all staff and elected councillors
- policies and procedures
Your rights in relation to this processing
To find out about your rights under data protection law, you can go to the Information Commissioner's Office website.
You can also find information about your rights in our Privacy Notice.
If you have any questions about this privacy notice, want to exercise your rights, or if you have a complaint about how your information has been used, please contact us on email: information.governance@york.gov.uk, or on telephone: 01904 554145, or write to:
Data Protection OfficerCity of York Council
West Offices
Station Rise
York YO1 6GA