Data Sharing in the PRA
Data collection by the PRA
The Property Registration Authority (PRA) manages and controls the Land Registry and the Registry of Deeds. The Property Registration Authority only collects information relevant to its statutory purposes. These statutory purposes may be summarised as:
- the registration of title in the Land Registry
- the registration of the existence of a Deed in the Registry of Deeds
- the administering of the Ground Rents purchase scheme
- the issuing of evidence of title in the Land Registry and a range of search and certified copy services
Generally, the PRA obtains information from a solicitor acting on behalf of individuals or companies who has prepared deeds and documents for registration in accordance with relevant land law and then lodges an application in the PRA. The PRA will deal with any personal data acquired in accordance with the General Data Protection Regulation and Data Protection legislation. However, where an application made to the Authority is contested, due process may require that the grounds of the application or any objection are provided to the other party.
Access to Public records
The folios of the Land Register and the records of the Registry of Deeds constitute a public register. Under the Land Registration Rules 2012 any person may search any folio of the Register and obtain a certified copy thereof on payment of the appropriate fee. Under the Registration of Deeds Rules 2009 any person may apply to carry out searches in the Registry of Deeds and obtain certified copies of Registry of Deeds records. Detailed information in relation to inspecting and obtaining copies of records can be found in the Services section of this website.
Access to Land Registry Instruments
When an application for registration in the Land Registry (also known as a Dealing) is completed, the legal effect of the documents lodged is registered on the folio. The title documents are subsequently filed in the Land Registry in a file known as an “Instrument”. The Land Registry Instrument is not a public record. The Instrument can only be inspected by the persons specified in Rule 159 of the Land Registration Rules 2012. See the Land Registry Services section for more information.
Rule 159 also applies to Instruments created under a “Ground Rents” application.
Apart from copies which are issued pursuant to Rule 159, a copy Instrument may be provided in accordance with legislation:
- Under Section 7 of the Ombudsman Act 1980, personal data (including copies of Land Registry Instruments) may be provided to the Ombudsman’s office for the purposes of a preliminary examination, or an investigation, by him under this Act.
- Under Section 94 (3)(j) of the Data Protection Act 2018 the Data Protection Commissioner may request information in connection with the performance of his functions.
- Section 94 of the Data Protection Act 2018 also provides for the disclosure of personal data (including copies of Land Registry Instruments) in certain circumstances.
The PRA provides bulk data extractions as part of its function to provide access to the public Land Register.
The Land Register and Register of Deeds are dynamic and constantly changing records. The PRA is not liable for any loss or liability associated with the re-use of such information and does not warrant that such information is up-to-date or error free.
The Property Registration Authority may also provide bulk data extracts from the Land Register in accordance with the following legislation:
In respect of applications from private organisations:
Any request for data which is in accordance with Rule 165 of the Land Registration Rules 2012 as above may be applied for. The appropriate fee as set out in the Land Registration (Fees) Order 2012 is payable.
In respect of applications from Public Bodies:
- In accordance with the Regulations on the Re-use of Public Sector Information,the PRA may provide bulk data from the Land Register to third parties, subject to a licence and on payment of a fee. Requests for the provision of data under this legislation are dealt with on a case by case basis to ensure that such data transfers are consistent with data protection legislation.
- For the purposes of collecting the Local Property Tax, Revenue are entitled to seek information from “relevant persons”. The PRA is a relevant person under Section 153 of the Finance (Local Property Tax) Act 2012 and bulk data from the Register has been provided to Revenue under this Act.
- Under Section 137A of the Stamp Duties Consolidation Act 1999, inserted by Section 135 of Finance Act 2010, the PRA are obliged to furnish Revenue with such information as is required by Revenue for the purposes of the performance of its functions in relation to the collection of stamp duty under these Acts.
- Under Section 6 of the URBAN REGENERATION AND HOUSING ACT 2015 (the 2015 Act), all planning authorities are required to establish and maintain a register to be known as the Vacant Sites Register. The PRA may provide bulk data to Local Authorities under this Act.
- Bulk data may also be provided to the relevant authorities under Section 29 of the Data Protection Act 2018.
Applications for bulk data extraction from the Land Register are made through the Data Protection Unit and Spatial Information Unit. Guidelines on applying for bulk extracts can be found here. For further information please see Mapping Guidelines Appendix 7b
Published June 2018