The recipient of the information has the obligation to inform the data subject in accordance with Article 14(1) - (4) of the GDPR. Exempt from this are the cases listed in Article 14(5) of the GDPR if and to the extent that
- the data subject already has the information,
- the provision of this information proves 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 data subject's legitimate interests, or
- the personal data is subject to professional secrecy, including a statutory duty of confidentiality, in accordance with German or Union law.
In the case of simple or extended information on the population register, the obligation to provide information pursuant to Art. 14 DSGVO 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 civil register
If you are looking for a person, you can apply for simple information from the registration office in whose area the person you are looking for lived to the best of your knowledge. If you can provide sufficiently specific information about this person, you will receive the corresponding information about first and last name, degree of doctor, current addresses and - if the person is deceased - this fact. The granting of simple information from the civil register is only permissible if the identity of the person about whom information is requested can be clearly established on the basis of the information provided in the request concerning the surname, former surname, first names, date of birth, sex or an address, and the person or body requesting information declares that it will not use the data for the purposes of advertising or address trading. If, on the basis of the information you have provided (e.g. only first name and surname), several persons meet the search criteria, it will not be possible to provide information. If necessary, the registration office will inform you of this or ask you for further criteria (e.g. date of birth).
Information will only be 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 competent registration office, the latter will also provide you with information about the address at which the person has moved away. The registration office does not have to ask the new registration office (address of departure) whether the person you are looking for still lives there before providing the information. In the case of several moves, several requests for information may therefore be necessary in the written procedure before you find out the current address of a person.
You will not receive information about the name at birth, previous names or the date of birth.
Of course, you can also request information about 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.
Extended information from the population register
If you can credibly demonstrate a justified interest, you can be issued with extended information from the population register in addition to the surname, first name, doctoral degree, current addresses and, if applicable, the death of a person. Here you can obtain data on previous names, date and place of birth and, in the case of birth abroad, also the state, marital status, current nationalities, previous addresses, dates 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 case of death abroad, also the state. The term "legitimate interest" includes any legal, economic or non-material interest that is deemed worthy of protection.
Information may only be provided on a large number of persons who are not identified by name if it is in the public interest. Public interest means the interest of the general public, which must be distinguished from the interest of individual persons or groups. It must be a domestic public interest. The determination as to whether a public interest exists can, in principle, be made by the registration authority itself or, in cases of doubt, by the higher supervisory authority. For the composition of the group of persons, only date of birth, sex, current nationality, current addresses, dates of moving in and out and marital status may be used as data. Apart from the fact of belonging to the group, data on surname, first names, degree of doctorate, age, sex, nationalities, current addresses and legal representatives with surname and first names as well as address may be communicated.