Registration
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Registration is referred to as 'Notification'
What is Notification?
Why do I need to notify?
Do I need to notify?
Possible exemptions
Do I need to renew my
notification?
How do I renew my register
entry?
What do I do if my
Notification has expired?
Manual records and notification
How to Notify
The changes introduced by
notification
Notification Fee
What is Notification?
The Information Commissioner maintains a public register of
data controllers. Each register entry includes the name and address of
the data controller and a general description of the processing of
personal data by a data controller. Individuals can consult the register
to find out what processing of personal data is being carried out by a particular data
controller. Notification is the process by which a data controller's details
are added to the register. The Data Protection Act 1998 requires every data
controller who is processing personal data to notify unless they are
exempt.
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Why do I need to notify?
The Data Protection Act 1998 requires every
data controller who is
processing
personal data to notify unless they are exempt.
Failure to notify is a criminal offence.
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Do I need to notify?
 | Every data controller who is
processing personal information must
notify unless they are exempt.
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| A data controller is a person who determines the purposes for which
and the manner in which any personal information are, or are to be
processed.
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| Personal information means data which relates to a living individual
who can be identified from those data or from those data and other
information which is in the possession of the data controller. To check
if you are exempt, answer the questions in the guide. |
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Exemptions are possible for:
| Some not for profit organisations
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| Processing of
personal data for personal, family or household affairs
(including recreational purposes).
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| Data controllers who only process
personal data for the maintenance of
a public register.
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| Data controllers who only process
personal data for any one or all of
the following purposes for their own business.
 | staff administration |
| advertising, marketing and public relations |
| accounts and records |
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If you think you may be exempt please see
Do
I need to notify?
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Do I need to renew my
notification?
Yes. the notification period is one year. The renewal fee is £35. Any change
to this fee will be advised to you when you start the process of renewal.
The
Information Commissioner
will write to you before the expiry date of your register entry.
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How do I renew my
register entry?
The notification period is one year from the day
the
Information Commissioner received your correctly
completed notification form. Your entry will then expire unless it is
renewed. Prior to the expiry date
the
Information Commissioner will write to you and explain the
procedure for continuing your register entry.
The fee for renewing an entry is £35. Any change to this fee will be advised
to you when you start the process of renewal. If you pay by direct debit you
will not need to take any action to renew your entry in subsequent years. If
you have previously paid the fee by some other method a direct debit form
will be enclosed with the renewal reminder letter.
At renewal time you will be asked. whether there have been any changes to
the data controller name and address details of the contact details.
A letter will be sent to you to confirm that your entry has been renewed
together with information about your new expiry date.
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What do I do
if my Notification has expired?
It is very important that
Information Commissioner receives payment of the renewal fee prior to the
expiry of the entry. It is not possible to renew an entry which has expired.
In these circumstances the data controller must make a new application for
notification.
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Completing the Notification form on the Internet
It is possible to complete the notification form using the
Internet. However, after completing the form on-line it must be printed and
sent to us by post with the notification fee or direct debit instruction.
Currently it is not possible to send the form to
The
Information Commissioner's Website electronically. You will
be deemed notified on the day the
Information Commissioner receives your correctly completed forms and
fee.
Completing the notification form on-line is a step-by-step process. You are
asked to answer certain questions and provide information before continuing
onto the next question. At the end of the form you can print it off and send
it to us.
The first questions on the form are about the
data controller who is
notifying, for example their name, address and contact details.
The next stage of the online process involves choosing an appropriate nature
of business template. Each notification must include a general description
of the processing of personal data being carried out. On the register this
description is structured by reference to purposes. You will find a
selection of templates which describe the processing which is likely to be
being carried out by a range of different businesses. After selecting the
template appropriate to your business you need to check that it accurately
describes the processing which is being carried out. You may amend the
template or add additional purposes to it. If you cannot find a relevant
template, either call the notification help line or select the nearest
template suitable to your needs and amend it accordingly.
The following stage of the on line process involves providing additional
information for example, the security statement and statement of exempt
processing. Some of this information is mandatory, so failure to return this
part of the form renders your Notification invalid and it will be returned
to you.
The final stage is to print the form, sign the declaration and return it to
the address provided on the
Information Commissioner's Website with the notification fee or completed direct debit instruction. If after
printing the form you find that you have forgotten to include something,
then you can write in ink directly onto the form and they will include it in
your notification.
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Manual records and notification
There is no requirement to notify manual records which come within the scope
of the Data Protection Act 1998.
However, you can choose to notify them voluntarily. Further information
about manual records can be found in the
Information Commissioner's publication
"The Data Protection Act 1998 An Introduction".
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How to Notify
There are 3 easy ways to notify:
| By Internet
You can complete the
online notification form
Information Commissioner's Website, print it and
post in the form.
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| By Telephone
You can telephone the notification help line (01625 545 740) and a draft
notification form will be sent to you based on the information you will be
asked to provide on the telephone.
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| By completing the Request on the
Information Commissioner's Website |
The changes
introduced by notification
Notification replaces the registration system established by the 1984 Data
Protection Act.
Below is a summary of the main differences:
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Broadly speaking computer bureaux become data processors and do not need
to notify.
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Register entries will still contain a description of the processing of
personal data. However, this description is in very general terms. The
detailed coding system no longer exists.
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You do not need to describe sources of personal data in your entry.
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Registration of disclosures are replaced by notification of recipients.
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You need to describe transfers of personal data outside the EEA only.
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You have to provide a statement about your security measures.
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You do not have to provide an address for the receipt of subject access
requests.
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The 1998 Act provides some exemptions from notification but you can
choose to notify voluntarily.
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The notification period is one year.
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Headteachers and Governing Bodies of schools may notify in the name of
the school
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Notification Fee
Every notification must be accompanied by a fee of £35.00 (VAT nil)
The period of notification is one year. The
Information Commissioner do not send invoices but will
acknowledge receipt of payment. After this time a continuation fee of £35.00
must be paid.
It is possible to pay by direct debit, cheque or BACS
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By Direct Debit
Complete a
direct debit form as part of the notification process.
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By Cheque
Please make the cheque payable to the Information Commissioner
and crossed A/c Payee only. Please write your reference number on the
back of your cheque.
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By BACS
Please ensure that you provide your reference number when submitting
your BACS payment.
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