Privacy Notice for Cumbria Registration Service

Cumbria County Council is committed to protecting your privacy when you use council services.

The Superintendent Registrar for Cumbria Registration Service is a 'data controller' under the Data Protection Act and is required to register its data processing activities with the Information Commissioner. (ICO registration A8182754)

We process personal information to enable us to provide a service for the registration of Births, Deaths, Marriages, Civil Partnerships and associated services.

Information may be collected on a paper or online form, by telephone, email, CCTV or by a member of our staff, or one of our partners.

We will continually review and update this privacy notice to reflect changes in our services and feedback from service users, as well as to comply with changes in the law.
We process information relevant to the above reasons. This may include:-
  • Personal
  • Family Details
  • Lifestyle and social circumstances
  • Financial details
  • Goods or services provided
  • Employment and education details
  • Business activities of the individual
  • Details of enquiry or complaint
  • Licences and certificates held
We also process sensitive classes of information about offences and alleged offences.

We process personal information to enable us to provide a range of services to local people and businesses which include:-

  • Maintaining our own accounts and records
  • Supporting and managing our employees
  • Promoting the services we provide
  • Marketing and tourism
  • Carrying out health and public awareness campaigns
  • Managing our property
  • Carrying out surveys
  • Licencing and regulatory activities
  • Fraud initiatives
  • Crime prevention and prosecution of offenders including the use of CCTV
  • Corporate administration and all activities we are required to carry out as a data controller and public service
  • Undertaking research
  • Internal financial support and corporate functions
  • Managing archived records for historical and research reasons
  • Data matching under local and national fraud initiatives
  • Public health

It may sometimes be necessary to transfer personal information overseas. When this is needed information is only shared within the European Economic Area (EEA).  Any transfers made will be in full compliance with all aspects of the General Data Protection Regulations.
National Fraud Initiative 

We participate in the Cabinet Office's National Fraud Initiative: a data matching exercise to assist in the prevention and detection of fraud. We are required to provide particular sets of data to the Minister for the Cabinet Office for matching for each exercise.

The use of data by the Cabinet Office in a data matching exercise is carried out with statutory authority under Part 6 of the Local Audit and Accountability Act 2014. It does not require the consent of the individuals concerned under the Data Protection Act 1998. 
Data matching by the Cabinet Office is subject to a Code of Practice.

View further information on the Cabinet Office's legal powers and the reasons why it matches particular information. For further information on data matching at this authority contact nfi@cumbria.gov.uk

Data Matching

This authority is required by law to protect the public funds it administers. It may share information provided to it with other bodies responsible for; auditing, or administering public funds, or where undertaking a public function, in order to prevent and detect fraud.

The Cabinet Office is responsible for carrying out data matching exercises.

Data matching involves comparing computer records held by one body against other computer records held by the same or another body to see how far they match. This is usually personal information. Computerised data matching allows potentially fraudulent claims and payments to be identified. Where a match is found it may indicate that there is an inconsistency which requires further investigation. No assumption can be made as to whether there is fraud, error or other explanation until an investigation is carried out. 

The council will inform you if your telephone calls are being recorded or monitored and will not record any financial card details if you make payments by telephone.
If you email us we may keep a record of your contact and your email address and the email for our record keeping of the transaction.
 
We suggest that you keep the amount of confidential information you send to us via email to a minimum and use our secure online forms and services.
 
You can sign up for email alerts for selected services from Cumbria County Council using an external service from GovDelivery, with control over your preferences.

We have installed CCTV systems in some of our premises used by members of the public, for the purposes of public and staff safety and the prevention and detection of crime. CCTV is also installed on the outside of some of our buildings for the purposes of monitoring building security and crime prevention and detection.

Images captured by CCTV will not be kept for longer than necessary. However, on occasions there may be a need to keep images for longer, for example where a crime is being investigated.

We will only disclose images and audio to other authorised bodies who intend to use it for the purposes stated above.  Images and audio will not be released to the media for entertainment purposes or placed on the internet for public viewing.

We operate CCTV and disclose in accordance with the codes of practice issued by the Information Commissioner and the Home Office.

The information you provide will be managed in accordance with the Data Protection Act 1998 to prevent unauthorised use or disclosure.
Training will be provided for employees who handle personal information.  The council is fully committed to investigating personal data breaches and any misuse of your data by council employees will be taken very seriously. 
  
The council will manage personal data in accordance with its Retention and Disposal Policy and will not keep your information longer than it is needed.  Once information has been identified for destruction it will be disposed of securely.
If you access information online, the Cumbria website does not store or capture personal information, but merely logs a number called your IP address which is automatically recognised by the system. The system will record personal information if you:

  • subscribe to or apply for services that require personal information, 
  • report a fault and give your contact details for us to respond, 
  • contact us and leave your details for us to respond.

For further information visit our Cookies webpage.

The Data Protection Act sets out your rights regarding your personal information and how you can request it from the council as a public authority.

  • You have the right to get a copy of the information that is held about you. This is known as a subject access request;

  • You also have the right to complain to the Information Commissioner if you have any concerns regarding the council's handling of your personal data.

Submitting a Request

The right of subject access means that you can make a request under the Data Protection Act to any organisation processing your personal data.If you would like to request access to data held by the council please use one of the following:

Online Form

Request Form(MSWord 970KB)

Request Form - Large Print(MSWord 970KB)

Further information on the application process can be found at:

http://www.cumbria.gov.uk/council-democracy/accesstoinformation/dataprotection/default.asp

Complaints

If you have any concerns about the council's use of your personal data, you have the right to complain to the Information Commissioner's Office (ICO). 
The Information Commissioners Office is an independent body set up to uphold information rights in the UK. 
They can be contacted:

By Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

By Telephone: 0303 123 1113

Online:www.ico.org.uk/concerns

If you would like to discuss your information rights further, please contact our Data Protection Officer:  

By Post: 
  
C/O Superintendent Registrar 
Cumbria Registration Service 
Lady Gillford's House 
Petteril Bank Road 
Carlisle 
CA1 3AJ

By Telephone: 0300 303 2472