Registration and Coroner's service

Births

Details recorded for the appointment booking system in relation to births include, dob of the child, place of birth, name of parents, married or not, and contact details including telephone and email. Details recorded are retained for 3 years and are then destroyed securely. The legal basis for processing this information is Compliance with a Legal Obligation (Births and Deaths Registration Act 1953). The actual Registration details are kept under the relevant Act and are held in hard copy in Registers in the custody of the Registrar. The information is also held on the national database (Registration On Line) under the governance of The General Register Office. Register entries are retained indefinitely.

Deaths

Details recorded for the Booking system include date of death, place of death, date of birth of deceased, name of informant, relationship to deceased and contact details including telephone number and email. Details recorded are retained for 3 years and are then destroyed securely. The legal basis for processing this information is Compliance with a Legal Obligation (Births and Deaths Registration Act 1953). The actual Registration details are kept under the relevant Acts and are held in hard copy registers in the custody of the Registrar. The information is also held on the national database (Registration On Line) under the governance of The General Register Office. Register entries are retained indefinitely.

Notices of Marriage and Civil Partnership (CP)

Details recorded on the Booking system include date of marriage/Civil Partnership, place of marriage/ Civil Partnership, names of couple, nationality of couple and contact details including telephone number and email. Booking details are retained for 3 years and are then destroyed securely. The legal basis for processing this information is Compliance with a Legal Obligation (Marriage Act 1949 and Civil Partnership Act 2004). The actual Notice and Authority details are kept under the relevant Act/s and are held in hard copy registers in the custody of the Superintendent Registrar The information is also held on the national database (Registration On Line) under the governance of The General Register Office. Register entries are retained indefinitely.

Ceremonies (including planning details)

Booking details are held on our management system/s and only used for this purpose. Details held include the name of the couple, time, date and place of ceremony, telephone and email contacts and fees charged. Booking details are retained for 3 years and are then destroyed securely. The legal basis for processing this information is Compliance with a Legal Obligation (Marriage Act 1949 and Civil Partnership Act 2004). Register entries are held in hard copy registers under relevant Act/s in the custody of Superintendent Registrar . Information is also held on the national database (Registration On Line) under the governance of The General Register Office. Register entries are retained indefinitely.

Venue licensing

Personal details held for the purposes of venue licensing include the responsible person/s name, work address and contact details. Records are retained for 7 years and are then destroyed securely. The legal basis for processing this information is The Marriages (Approved Premises) Regulations 1995 Section 10.

The data controller for the Hampshire Registration Service is the Superintendent Registrar- Melanie Boyes

Coroners Service

Death referrals from Doctors

Details held include:

• name age and sex of deceased
• likely cause of death
• place and date/time of death, including circumstances around the death
• Next of Kin details
• doctor's name and work location

Other professional persons/stakeholders names and contact numbers are also held as relevant to each case (social care professionals, mortuary technicians, pathologists, other interested parties etc). Records are retained indefinitely.

The legal basis for processing is Compliance with a Legal Obligation regulation 27, (27.1) coroners investigations regulations 2013.

The data controller for the Coroners Service is the Senior Coroner - Mr Christopher Wilkinson.

Further information

The above information is the specific privacy notice for this service. For more information about your rights in relation to your personal data, see the County Council’s general privacy notice.

You have some legal rights in respect of the personal information we collect from you. See our Data Protection page for further details.

You can contact the County Council’s Data Protection Officer by email [email protected].

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office.