Land Registry Privacy Notice

Data controller

The Registrar General and the Land Registrar are the joint controllers of your personal data.

Department for Enterprise Data Protection Officer

Address: Data Protection Officer,
Department for Enterprise,
St George’s Court,
Upper Church Street,
Douglas,
Isle of Man,
IM1 1EX

Telephone: +44 1624 686733

Email: DPO-DfE@gov.im

Isle of Man Information Commissioner

Address: Isle of Man Information Commissioner,
P.O. Box 69,
Douglas,
Isle of Man,
IM99 1EQ

Telephone: +44 1624 693260

Email: ask@inforights.im 

Website: inforights.im

If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it; it will be kept securely, and the only people who have access to personal information are those with lawful entitlement. 

Cookies

The Land Registry website is part of the Isle of Man Government website, www.gov.im, which is owned by the Cabinet Office. Their Privacy Notice in relation to how you use gov.im and the use of cookies, can be found at the top of each page next to the Terms and Conditions or following this link to the Privacy Notice page.

Social Media

Land Registry is currently present in Twitter where we share information related to the service and interact with members of the public.

Address: Land Registry,
Registries Building,
Deemsters Walk,
Bucks Road,
Douglas,
Isle of Man,
IM1 3AR

Telephone: +44 1624 685249

Email: land@registry.gov.im

Twitter: @iomlandregistry

Email

You can directly send us an email through land@registry.gov.im, by filling a form on our website, which will be directed to our public inbox or by sending a direct email to our staff members.

Email communications are stored on our Isle of Man Government email system, Microsoft Outlook for the duration of your enquiry/request. Email mailboxes are accessed by the team responsible for that service/product. Such emails may form part of your application and may be shared with other parties with an interest in an application or objection. 

We encrypt and protect all our emails in line with government standards. If your email service does not support this encryption, you should be aware that any emails we send or receive may not be protected in transit. We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

Social Media

Any contact you make to our social media account is public, if you direct message us with an enquiry or complaint we will request you emails at land@registry.gov.im with your details. The direct message will be retained for a period of 24h maximum and deleted afterwards. These messages are not retained by Land Registry but might be retained by Twitter. For information on how Twitter manages your personal data, please see their privacy policy.

Paper records

Any personal information received in paper form, will be held on site in our own secure, restricted access storage areas. Post is delivered directly into our secured areas.

We have no control over the personal data you include in your correspondence, or that you tell us about. We would always advise you to limit the amount of personal data you include in your correspondence, as much as possible. Once received, your personal data will be handled in line with this privacy notice. This also applies to the personal data of any third-parties that can be identified from your correspondence.

Call recordings

Telephone calls are not recorded by the Land Registry. An answer phone may be used during busy periods. Recordings are sent to our public inbox and deleted as soon as the enquiry is dealt with.

Isle of Man Government Secure Network

Regarding the data you submitted to us, there are strict access controls in place meaning that only those that have a business need; the Land Registry team have access to documents and information on the network. The administration of the IOMG Secure Network is undertaken by Government Technology Services in the Cabinet Office. However, they are prohibited from accessing the content of any records and so will not be able to access your personal information.

When you submit an application to register land, we will use this information for processing your request to register land and add it to the Land Register, where it will be available to public consultation in exchange of a statutory fee.

Any correspondence that is not on a prescribed form will go into the correspondence section of the respective file and will form part of the application history and hence be available for public inspection.

When you write to us or call us with a complaint or enquiry not related with an application, your personal data will only be used for the purpose of handling, investigating and resolving your issue. We will use the contact details provided to respond to your correspondence. If you have made a complaint about a third-party, we may use the contact details you have provided for them to investigate your issue.

None of your information will be used on our social media channels or directly provided to third party providers including search engines.

GDPR affords EU data subjects with eight rights, namely, the rights of confirmation, access, rectification, to be forgotten, restriction of processing, portability and to object.

Certain provisions of the GDPR do not apply to personal data consisting of information that the controller has a legal obligation to make available to the public, to the extent that the application of those provisions would prevent the controller from complying with that obligation. Since the Registrar General is required to make information available to the public, the Registrar is entitled to rely on this exemption.

This exemption was introduced with the Data Protection Act 2018. In the GDPR and LED Implementing Regulation (Schedule 9, Part 1, Para 6): “Information required to be disclosed by law etc. or in connection with legal proceedings” including prospective legal proceedings or otherwise necessary for the purpose of establishing exercising or defending legal rights. These exemptions extend to almost all of the Registrar’s functions under the Land Registration Act 1982. 

Accordingly, the Registrar General for the purposes of the Land Registration Act 1982 has an exemption of:

• the requirement to provide ‘privacy notices’ to individuals
• the requirement to provide personal data in response to subject access requests
• the requirement to rectify personal data when it is inaccurate
• the requirement to comply with requests to be ‘forgotten’

The Land Registrar will not be able to comply with any exercise of these GDPR rights in respect of personal data appearing on the Land Register.

While a data subject has the right to free access to their information, access to data in the Land Registry is governed by the Land Registration Fees Order 2019, which is covered as well by GDPR and LED Implementing Regulation (Schedule 9, Part 1, Para 6).

Any subject requests or requests to assert any rights will be examined individually.

If you have any queries or concerns about this, please contact the DPO at:

Address: Data Protection Officer,
Department for Enterprise,
St George’s Court,
Upper Church Street,
Douglas,
Isle of Man,
IM1 1EX

Telephone: +44 1624 686733

Email: DPO-DfE@gov.im

Collection of personal data by Land Registry to register title to land and in so doing aims to create and maintain an accurate and up-to-date record of interests in land and property, and the personal data provided to the processing of fee payments, complaints and enquiries, including details of ownership.

Land registration

Information submitted in connection with applications or objections are submissions to public land registration proceedings and are regulated by, and considered available for inspection in accordance with the Land Registration Act 1982.

Parties submitting data on behalf of third parties should bear in mind their own obligations under GDPR with respect to data minimisation, confidentiality and availability of data when lodging documents with the Land Registry.

Land Register

The use of personal data provided in connection with a registered title or the registration of land is governed by registration legislation. When we and the Land Commissioner handle personal information you give us as part of our functions under the Land Registration Act, your rights under this statutory framework are limited.

Payment of fees

The Land Registrar will not provide information free of charge where a statutory fee is prescribed to provide the information. Information will be provided upon payment of the prescribed statutory fee as accordance with Land Registration Fees Order 2019.

The Land Registry aims to create and maintain an accurate and up-to-date record of interests in land and property, including details of ownership. This benefits the public by:

• Giving finality and certainty by providing an up-to-date official record of title to land
• Easy of accessibility to up-to-date official records of ownership and other registerable interests land

We do not sell your personal data to third party companies, but attending that the Land Register is a public document, and commercial organisations sometimes use data from the register to create their own online products. These organisations then become controllers of your personal data and can be located anywhere in the world.

These organisations must establish how they comply with the data protection law as set out in the GDPR. If you have any concerns about company data on third party products and websites, please contact the organisation directly. We are not able to advise other organisations on GDPR compliance, and we cannot advise you on whether other organisations are complying with the law.

We have in place agreements with other Isle of Man public bodies and statutory boards, which can access the Land Register directly to help them comply with their own statutory requirements.

As part of our system modernisation process, a superseded copy of some of the personal data held by Land Registry is currently being held with our software supplier in their servers in the United Kingdom. We have established a data sharing agreement with them that defines their duties as data processors.

Personal data submitted to the Land registry is subjected to the Land Registry retention schedule.

Personal data, financial records, objections and enquiries regarding a registration might be retained for a minimum of 82 years to indefinitely.

Other types of financial records can be retained for a maximum of 7 years and complaints for a maximum of 2 years.

If you have a complaint about the way we are managing your personal data, you can let us know in the first instance by writing to our Data Protection Officer at DPO-DfE@gov.im  

If you are still dissatisfied, you can raise your concerns with the Isle of Man Information Commissioner:

Address: Isle of Man Information Commissioner,
P.O. Box 69,
Douglas,
Isle of Man,
IM99 1EQ

Telephone: +44 1624 693260

Email: ask@inforights.im 

Website: inforights.im