Guidance

Summary of DWP’s policy on the retention of information relating to transgender customers

Published 24 November 2015

© Crown copyright 2015

This publication is licensed under the terms of the Open Government Licence v3.0 except where otherwise stated. To view this licence, visit nationalarchives.gov.uk/doc/open-government-licence/version/3 or write to the Information Policy Team, The National Archives, Kew, London TW9 4DU, or email: psi@nationalarchives.gov.uk.

Where we have identified any third party copyright information you will need to obtain permission from the copyright holders concerned.

This publication is available at https://www.gov.uk/government/publications/transgender-customers-summary-of-dwps-policy-in-respect-of-the-retention-of-information/summary-of-dwps-policy-on-the-retention-of-information-relating-to-transgender-customers

1. For the benefit of its customers, the Department for Work and Pensions’ (DWP’s) policy concerning the retention of information relating to its transgender customers can be summarised as follows.

2. The department has a centralised database which records information relating to each of its customers and all adults and children who have a National Insurance number. The department retains the following information on its centralised database in respect of each transgender customer:

  • their current name (including title, forename(s) and surname)
  • any previous names that an individual has held (including the relevant dates when each name was held)
  • an individual’s current gender
  • any previous gender that an individual has held (with relevant dates)
  • in respect of transgender customers who have obtained a Gender Recognition Certificate (GRC) under the Gender Recognition Act 2004, the department records the fact that a GRC has been issued, the date of issue, and the date that the GRC was notified to the department – however, this information can only be viewed by specialist users with authorisation

3. The department’s policy is that this information is retained until 50 years after the person dies. This information is retained for the purposes of the correct calculation of pension claims and for the prevention and detection of fraud, for example the misuse of a customer’s present or past identity.

4. The centralised database provides information to the benefit-specific computer systems used by the department, for example the Jobseeker’s Allowance Payment System (JSAPS) which is used to administer Jobseeker’s Allowance (JSA). JSAPS holds details of a benefit claimant’s current name and current gender. It does not record the fact that a GRC is held or a record of the date of gender reassignment. JSAPS does not hold information relating to a transgender customer’s previous name or gender, except where a claim for JSA has been made under a previous name and this JSA claim remains live.

Back to top