Registration Services copy certificates - privacy notice

We know that you care how your information is used and we appreciate your trust to handle your data with care. We'll ensure that all the appropriate agreements and safeguards are in place. Along with our privacy policy, the below details what information we collect from you, what we do with it and who it might be shared with.

You're giving us your personal information to allow us to process your request and provide you with additional certificates relating to births, deaths, marriages and civil partnerships. We also use your information to verify your identity where needed, contact you by post, email or phone and to maintain our records.

We provide these services to you as part of our statutory function as your local authority. Processing your personal information is necessary for the performance of a task carried out in the public interest by us.

We need your accurate information in order to provide a service to you. We may also need your information to verify who you are to ensure we are giving you the correct information. We'll only ask you for the personal data that's necessary to provide you with the service you are contacting us about. If you don't give us the information we have asked for then we won't be able to provide this service to you.

We collect the information you give to us when you do the following:

• Complete a form on our website
• Talk to us on live chat
• Send us an email
• Contact us via social media
• Phone us
• Come to see us at our contact centres

We only keep your personal information for the minimum period amount of time necessary. Sometimes this time period is set out in the law, but in most cases it's based on the business need. We maintain a  retention schedule (PDF) [2MB] (opens new window) which sets out how long we hold different types of information for.

We may share your information with other public bodies (and also get information from these other bodies) for the following purposes:

• Fraud checking purposes. We're legally obliged to safeguard public funds so we are required to verify and check your details internally for fraud prevention.
• We're legally obliged to share certain data with other public bodies, such as HMRC and will do so where the law requires this.
• We'll generally meet requests for specific information from other regulatory and law enforcement bodies where this is necessary and appropriate.

Depending on why we need to process your information you'll have rights to how your information is used. More information about your rights, including the circumstances in which they apply, can be found within our main privacy policy.

If you've concerns about the processing of your personal data by us, you can contact our Data Protection Officer at dpo@eastrenfrewshire.gov.uk.

For independent advice about data protection, privacy and data sharing, visit the Information Commissioner's Office (ICO) website (opens new window).

Please contact us if you need this information in an alternative format.

This notice will be kept under regular review and was last updated on 16 November 2020.