Privacy protocol for independent Marriage Officiants, according to the General Data Protection Regulation (AVG).
The goal of this protocol is to provide clarity about obtaining, using, keeping and destroying personal data of marriage couples and their witnesses.
Wherever it is spoken about a wedding ceremony, partnership registration and ceremonial union are also meant.
1. Obtaining data
Personal data and content data are obtained via the municipality, the bridal couple or via a third party with authorisation from the bridal couple.
2. Use of data
To perform a marriage, a bridal couple’s personal data is needed for various purposes:
A. In a legal marriage, the special (marriage) officiant of the civil registry is the main responsible party. For this reason it is important to establish an identity. To this end, checking a form of identification is sufficient and no copies are made, requested or stored.
B. As an independent marriage officiant it is required to maintain bookkeeping records. Name and address information are needed to send an invoice. The bookkeeping must be kept for five years.
C. To correspond with the bridal couple it is important to store email addresses and telephone numbers. After the marriage is performed and matters are discussed, these contact data are destroyed.
D. If at the request of the bridal couple contact is also sought with family or friends, these data are destroyed or removed after the ceremony.
E. The personal information of the bridal couple is processed into a speech. After the marriage officiation this is destroyed and the digital version is stored in anonymised format only. This means that personal data are removed before being stored, and notes are destroyed.
According to the AVG no data is allowed to be stored which is not necessary. After officiating the marriage only names are necessary. Other personal information is mentioned in the marriage certificate that can be obtained from the municipality. This marriage certificate is stored in the registers of the civil registry. If a certificate for a ceremonial union is made, the bridal couple itself determines which information they provide to this end. These data are removed immediately after the ceremony.
3. Keeping data
Only data that must be kept for legal reasons are digitally stored. Digital files can be approached in different ways. To this end, good protection of computer, tablet and cell phone by using antivirus software and password protection is required. This means that the antivirus software should always be up-to-date and the password should be changed regularly, at least once a year.
4. Destroying data
If information is on paper, it will be destroyed as soon as its use is no longer necessary. A document shredder is used for this purpose.
Documents obtained digitally are deleted as soon as their use is no longer necessary. This means that folders as well as emails on the computer, tablet, telephone or cloud must be carefully checked.
5. Information, perusal and correction
A bridal couple has at all times the right to information, perusal and correction of the data that they provided.
6. In case of data leaks
If data gets into the hands of third parties without authorisation, as soon as this is noticed it will be reported to the person or persons this concerns as well as to the personal data authority.
See the disclaimer with regard to the security of this website.