City of York Councils (CYC) current data protection notification is registered with the Information Commissioner’s Office (ICO), reference: Z5809563.
We created this privacy notice in February 2025 and we will keep it under regular review.
CYC is committed to ensuring that information is handled in accordance with the principles set out in data protection legislation and guidance from the Information Commissioner’s Office (ICO).
This privacy notice tells you what to expect when we process your information, and it applies to our community clean up events.
CYC is the controller for the personal data we process, unless otherwise stated. You can contact the council’s Data Protection Officer at:
West OfficesStation Rise
York
YO1 6GA
Telephone: 01904 554145.
Email: information.governance@york.gov.uk.
This privacy notice should be read in conjunction with other relevant specific privacy notices that are available in our Privacy Notice.
When appropriate we will provide a ‘just in time’ notice to cover any additional processing activities not mentioned in this privacy notice.
- How we collect your information
- What personal data we process and why
- Automated decision-making
- Collecting information automatically
- Children's information
- Lawful basis for processing your personal data
- How long we keep your personal data
- Data sharing
- Data processors and/or third parties
- Transfers of personal data
- How we protect your information
- Your rights in relation to this processing
How we collect your information
We get information about you from the following sources:
- directly from when you apply to volunteer, either by completing the online form or contacting us by phone or email
- from third parties, such as a parent or guardian, other members of your community clean up team
What personal data we process and why
We'll process some or all of the following personal data and special categories of personal data:
- name
- phone number
- email address
- address details when delivering equipment to you
- photos of your activity or event
We're using the information you give us to support you with everything you need to take part, for example:
- loan you equipment
- provide you with promotional support
- collection and disposal of rubbish
If you want to send us photos of your activity or event, you can find more details about this in our online forms:
You can also see what we may use your photos for in the Communications Team including photos, filming and recording Privacy Notice.
When you complete an online form on the council’s website and you have provided your email address, we'll send you a copy of your completed online form.
When you apply to volunteer, you'll be asked for your consent. This includes providing consent if you are the parent or guardian of someone volunteering who is under 18 years old.
We may also ask you to take part in surveys or consultations, and if you choose to take part we'll also process your comments, feedback, and opinions.
You can withdraw your consent for taking part in surveys or consultations,or for the use of your photos, at any time by contacting us on email: environmentandcommunity@york.gov.uk.
We'll use your information to create reports and statistics that are anonymous and cannot be linked back to you, or individuals such as:
- for statistical analysis
- for statutory returns
- for audit framework
- to see how the council and its partners are supporting individuals
- to help design better services
- to inform funding decisions
Automated decision-making
We do not carry out any automated decision making without any human intervention as part of our community clean up events.
Collecting information automatically
Please see our Cookies Policy for further information about the information we collect automatically when you use our website.
Children’s information
Where we provide services directly to children or young people, the information in the relevant parts of this notice applies to children and young people, as well as adults.
Lawful basis for processing your personal data
Any personal data and special categories of personal data that we process about individuals is done so in accordance with one or more of the following Articles 6 and 9 of the UK GDPR and Schedule 1 of the Data Protection Act 2018.
Article 6(1):
- (a) Consent: the individual has given clear consent for the council to process their personal data
- (e) Public task: the processing is necessary for the council to perform a task in the public interest or for our official functions, and the task or function has a clear basis in la
- (f) Legitimate interests: the processing is necessary for the council’s legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests (this cannot apply if you are a public authority processing data to perform your official tasks)
Article 9(2):
- Explicit consent
Some of the Schedule 1 conditions for processing special category and criminal offence data require an Appropriate Policy Document to be in place, which sets out and explains the procedures for securing compliance with the principles in Article 5 and policies regarding the retention and erasure of such personal data. This document explains this processing and satisfies the requirements of Schedule 1, Part 4 of the DPA 2018 and supplements this privacy notice.
Our Appropriate Policy Document provides further information about this processing.
How long we keep your personal data
We will only keep your information for as long as it is needed then it will be securely and confidentially deleted or disposed of.
You can find details on how long the council keeps records in our Retention Schedule.
Data sharing
We will only share your information where it is appropriate to, with:
- other CYC services
- other councils, government departments and agencies
- other organisations, such as the NHS
- third parties, including our data processors, partners, or contractors, who undertake work on our behalf
- internal and external auditors
In some circumstances, such as under a court order or safeguarding, we are legally obliged to share information.
We will always satisfy ourselves that we have a lawful basis on which to share the information and document our decision making and satisfy ourselves we have a legal basis on which to share the information.
Additionally we are required under the Public Records Act 1958 (as amended) to transfer records to the City or National Archives for permanent preservation.
Full consideration will be given to Data Protection and Freedom of Information legislation when making decisions about whether such records should be open to the public.
Data processors and/or third parties
When we have third parties providing parts or all of our services for us, we have contracts or agreements in place with them. These include:
- Microsoft Teams - to contact you, to gather information from you, or if we are recording or transcribing our discussion or meeting with you, we will let you know. You can find more details about this in the CYC MS365 Teams Meeting including recording and transcription Privacy Notice
- SurveyMonkey - for surveys or consultations. You can find out how they use information in the SurveyMonkey Privacy Notice
- Zimma Ltd trading as Ticket Tailor - for arranging and organising events. You can find out how they use information in the Ticket Tailor Privacy Policy
- Eventbrite - for arranging and organising events. You can find out how they use information in the Eventbrite Privacy Policy
- Granicus/Gov Delivery - to send you updates or newsletters. You can find out how they use information in the Granicus Privacy Policy
- WhatsApp - to contact you. You can find out how they use information in the WhatsApp Privacy Policy
Transfers of personal data
We don’t routinely transfer personal data outside of the UK but when this is necessary we ensure that we have appropriate safeguards in place and that is done in accordance with the UK data protection and privacy legislation.
How we protect your information
We're committed to keeping your information safe and secure. There are several ways we do this, such as:
- IT security safeguards such as firewalls, encryption, and anti-virus software
- on-site security safeguards to protect physical files and electronic equipment
- training for all staff and elected councillors
- policies and procedures
Your rights in relation to this processing
To find out about your rights under data protection law, you can go to the Information Commissioner's Office website.
You can also find information about your rights in our Privacy Notice.
If you have any questions about this privacy notice, want to exercise your rights, or if you have a complaint about how your information has been used, please contact us on email: information.governance@york.gov.uk, or on telephone: 01904 554145, or write to:
Data Protection OfficerCity of York Council
West Offices
Station Rise
York YO1 6GA