For birth records registered in Victoria, the Victorian Registry of Births, Deaths and Marriages (BDM) publishes a privacy policy explaining how it uses and manages personal and health information. This article summarises that policy, which is the source for the Victorian rules described here. If you need to understand how name and birth details can be released, the starting point is BDM's statement that it operates within the privacy requirements of the Births, Deaths and Marriages Registration Act 1996 (Vic). Under that Act, BDM must, as far as practicable, protect people from unjustified intrusions on their privacy.
The policy says a person may apply to access information held by BDM, and may apply to the Registrar to correct information. It also says BDM uses collected information to determine a person's entitlement to access records held by BDM. The policy does not list the criteria used to determine entitlement. This article covers the Victorian BDM policy only; it does not describe the rules of any other registry.
What a Victorian birth record contains
BDM's policy defines personal information as information that can be linked to an identifiable living person, including numbers and images. Sensitive information is a subset and covers matters such as racial or ethnic origin, religious affiliations, sexual preferences or practices, and criminal record. Health information covers a person's physical, mental or psychological health, disability, or genetic constitution, and applies whether the person is alive or deceased.
A birth registration also carries a registration number. BDM states that it does not assign unique identifiers to individuals, but it does assign a registration number to individuals' registration records — a birth certificate has one — and generates a point-of-sale number for transactions so they can be linked to the registration record. BDM also collects unique identifiers from identity documents so it can verify them with the issuing organisation.
The legal basis for privacy handling
According to BDM's privacy policy, the Registry operates within the privacy requirements of the Births, Deaths and Marriages Registration Act 1996 (Vic) (the Act). Under the Act, BDM must, as far as practicable, protect people from unjustified intrusions on their privacy. The policy also lists other legislation that applies, including:
- Privacy and Data Protection Act 2014 (Vic)
- Public Records Act 1973 (Vic)
- Health Records Act 2001 (Vic)
The relevant legislation also applies, in addition to the Act. It does not set out every requirement under those Acts.
How BDM collects and uses birth information
BDM collects personal, health and sensitive information so it can fulfil its legislative and administrative functions. The type of information collected depends on the nature of your contact with BDM. Collection may occur through forms, applications, correspondence, telephone and online communications, statutory declarations, surveys, complaints, enquiries, proof-of-identity documents, images, databases or data feeds, and court documents, among other means listed in the policy.
The policy lists the uses BDM may make of that information, including:
- registering births, deaths, marriages, adoptions, change of name, and relationships
- issuing a certificate or information from the Register
- maintaining the registers and accurately recording events
- cancelling, amending or correcting a registration
- confirming identity and assessing entitlement to a record held by BDM
- verifying proof-of-identity documents with the issuing organisation (the policy names VicRoads as an example)
- processing and recording a point-of-sale transaction
- enforcing contractual obligations
- answering enquiries, investigating complaints and conducting inquiries
- compiling and disseminating statistics and conducting research
BDM staff are only provided with information necessary for them to carry out the functions and activities of BDM.
For disclosure, the policy states BDM may disclose information to other agencies for the purposes of law enforcement, statistical compilations, research, or data cleansing. BDM may also be authorised or required by law to use or disclose personal, sensitive or health information for another reason. It may seek a person's consent to use or disclose information to another organisation for a particular reason, but in some circumstances consent will not be necessary. Personal and health information may be transferred outside Victoria in accordance with the privacy legislation.
Requesting access to — or correction of — a birth record
The policy confirms that a person may apply to access information held by BDM, and may apply to the Registrar to correct information held by BDM. It also notes that the Freedom of Information Act 1982 (Vic) may permit an applicant to access records.
Requests for access or correction go to:
The Registry of Births, Deaths and Marriages GPO Box 4332 MELBOURNE VIC 3001
Freedom-of-information requests go to:
Freedom of Information Unit Department of Government Services GPO Box 4912 Melbourne VIC 3001 Email: freedomofinformation@dgs.vic.gov.au
Two points from the policy affect what happens next:
- Entitlement is assessed. BDM uses information it collects to determine a person's entitlement to access records held by BDM. The policy does not state that every request will succeed, and it does not list the approval criteria in this summary.
- Not providing information has consequences. The policy states that if you do not provide required information, BDM might be unable to complete a registration, record inaccurate or incomplete details, refuse to grant access to records or sell a product, or terminate an agreement. In some circumstances, failing to provide information may be an offence and may incur penalties.
If you make an enquiry or provide feedback, you may do so anonymously. However, the policy says BDM may ask for personal information — such as your name, contact details and an outline of events — so it can investigate the matter and respond.
Security, retention and children's information
BDM states it takes reasonable steps to ensure the personal and health information it holds is accurate, complete and up to date, while relying on individuals to provide accurate and current information in the first instance. It applies privacy and security measures to protect that information against misuse, loss, unauthorised access, and unauthorised disclosure. Information collected is either destroyed or archived after use, in accordance with the Public Records Act 1973 (Vic).
One additional branch applies to children. Under the Child Information Sharing Scheme, Victorian child wellbeing and safety laws permit some organisations to share information in certain circumstances. This is where it is to promote the wellbeing or safety of a child or group of children. These laws apply to BDM. They also apply to other agencies and their funded or contracted organisations. The policy includes a link to learn more about the Child Information Sharing Scheme.
What this means for name and birth-record research
If you are using birth records to research names or family history, the policy gives you a framework for what BDM does with the information, rather than a promise of release. Birth records are handled as personal, and in some cases health or sensitive, information. BDM says a person may apply to access information it holds, and that it determines entitlement to access records. It also says BDM may verify proof-of-identity documents with the issuing organisation.
The policy does not say that a person can obtain an identifiable person's birth details simply by asking. It states that BDM might refuse to grant access to records or sell a product if required information is not provided. For readers, the practical point is that entitlement is assessed under BDM's processes and the listed legislation; this summary does not set out the assessment criteria or identity requirements.
Questions to verify before you rely on this
- Which registry holds the record? This summary covers BDM Victoria only. As a suggestion, if the record is not a Victorian BDM record, identify the registry that holds it and check its published policy, because this article does not describe other registries' rules.
- What is the eligibility rule for your request type? The policy says BDM determines entitlement to access records, but does not list the criteria. As a suggestion, check BDM's current eligibility, identity and document requirements before applying.
- What are the fees and processing arrangements? The policy does not set out fees. As a suggestion, check BDM's current fee schedule for certificate and record services.
- Is the policy current? BDM's privacy policy page notes it was updated on 20 November 2025. Check the page for later changes.
Next steps
- Identify the registry that holds the birth record (for Victoria, BDM).
- Read BDM's privacy policy and its linked pages on access to Registry records and changes and corrections.
- As a suggestion, prepare proof of identity and any documents supporting your entitlement before applying. The policy says BDM may verify proof-of-identity documents with the issuing organisation.
- The policy notes the Freedom of Information Act 1982 (Vic) may permit an applicant to access records, and lists the Freedom of Information Unit's contact details. As a suggestion, use those details if you decide to explore an FOI request; this summary does not state that BDM will refuse a direct request.
- This summary covers BDM Victoria only. If the birth record was registered outside Victoria, identify the registry that holds it and read its published privacy policy and access pages, because this article does not describe other registries' rules.
General information only. This article summarises BDM Victoria's published privacy policy for general purposes. It is not legal advice and does not assess your circumstances. It does not promise that a request will be approved or that a record will be released. For advice about your own situation, contact the relevant registry or a qualified professional.