Information from the population register; application for simple or extended information from the population register

The recipient of the information has the obligation to inform the data subject in accordance with Article 14 (1) - (4) GDPR. This does not apply to the cases listed in Art. 14 (5) GDPR if and to the extent that

• the person concerned already has the information,
• the provision of this information proves to be impossible or would require a disproportionate effort,
• the obtaining or disclosure is expressly regulated by German or Union law to which the controller is subject and which provides for appropriate measures to protect the legitimate interests of the data subject, or
• the personal data is subject to professional secrecy in accordance with German or Union law, including a statutory duty of confidentiality.

In the case of simple or extended information from the register of residents, the obligation to provide information pursuant to Art. 14 GDPR also does not apply if

• a legal interest, in particular the assertion of legal claims, would be impaired by its fulfilment, unless the legitimate interest of the data subject in the fulfilment of the information obligation prevails.

Simple information from the population register

If you are looking for a person, you can apply to the registration authority in whose area you know the person you are looking for lived for simple information from the population register. If you can provide enough specific information about this person, you will receive information about their first and last name, doctor's degree, current addresses and - if the person is deceased - this fact. The provision of simple civil register information is only permitted if the identity of the person about whom information is requested can be clearly established on the basis of the information provided in the enquiry about the surname, former surname, first names, date of birth, gender or an address, and the person or body requesting the information declares that the data will not be used for the purposes of advertising or address trading. If several persons fulfil the search criteria based on your details (e.g. first name and surname only), it is not possible to provide information. If necessary, the registration authority will inform you of this or ask you for further criteria (e.g. date of birth).

Information is only provided on current names and current addresses. This means that if you enquire about the home of a person you are looking for at a previously responsible registration authority, this authority will also provide you with information about the address at which the person moved away. The registration authority does not have to enquire at the new registration authority (address of departure) whether the person you are looking for still lives there before providing information. If you have moved several times, several requests for information may therefore be necessary before you find out a person's current address.

For example, you will not receive any information about your maiden name, previous names or date of birth.

Of course, you can also request information on a large number of residents known by name (e.g. for class reunions). Here too, however, each individual person must be clearly identifiable by name.

Simple civil register information can also be issued automatically (see "Online procedure"). In this case, the requirements for identifying the person being searched for are higher: In addition to the responsible registration authority, the surname or a former surname and at least one corresponding first name must be provided for the person being searched for. In addition, an (possibly outdated) address or two further pieces of data from the list in accordance with Section 49 (5) of the Federal Registration Act must be provided for the person being searched for, whereby the data on gender and marital status may not be used together.

Extended registration information

If you can credibly demonstrate a legitimate interest, you can also be provided with extended information from the register of residents on surnames, first names, doctor's degree, current addresses and, if applicable, the death of a person. You can obtain data on previous names, date and place of birth and, if born abroad, also the country, marital status, current nationalities, previous addresses, date of moving in and out, surname and first names and address of the legal representative, spouse or civil partner and date and place of death and, in the event of death abroad, also the country. The term "legitimate interest" here includes any interest of a legal, economic or non-material nature that can be recognised as worthy of protection.

Group information

Information from the population register about a large number of unnamed persons may only be provided if it is in the public interest. Public interest is understood to mean the interest of the general public, which must be distinguished from the interest of individual persons or groups. It must be a national public interest. The determination of whether a public interest exists can generally be made by the registration authority itself or, in cases of doubt, by the higher-level supervisory authority. Only the date of birth, gender, current nationality, current addresses, date of moving in and out and marital status may be used as data for the composition of the group of persons. In addition to the fact of belonging to the group, data on surname, first names, doctor's degree, age, gender, nationalities, current addresses and legal representatives with surname, first names and address may be provided.