City of York Council (CYC) current data protection notification is registered with the Information Commissioner’s Office (ICO) – reference Z5809563. We created this privacy notice for ASC Transformation team in October 2024 and will regularly review it.
CYC is committed to ensuring that personal data 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 collect personal information about you. However, the information we will process about you will vary depending on why and how you are contacting or interacting with us, and the service or information you are requesting.
CYC is the controller for this information unless we specifically state otherwise in this privacy notice.
You can contact the council’s Data Protection Officer by email: information.governance@york.gov.uk.
This privacy notice should be read in conjunction with other relevant CYC privacy notices and/or policies and procedures.
When appropriate we will provide a ‘just in time’ notice to cover any additional processing activities not mentioned in this document.
- 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 your information from the following sources:
- directly from you
- from others on your behalf for example, family members, carers, advocates, and so on
- from other services in the council such as adult social care, and so on
- when you attend an event, take part in surveys, consultation, and so on
- when you have consented for us to take your photo, video and/or audio recording
- when you agree to receive updates, newsletters, and so on, from us
What personal data we process and why
We will process your personal and special categories of personal data such as:
- name
- address
- contact details, for example, phone and/or email address
- your opinions, comments, or feedback
- your photograph/image
- video recording(s)
- audio recording(s)
- characteristics such as gender, language, and ethnicity, and so on
We will use your information to provide the service or information you are requesting such as:
- managing, responding to, and recording enquiries from businesses, media, and the public in general
- manage information to ensure the safe delivery of events
- conducting surveys, consultations, engagement events, and so on
We may also use the information we collect from you for reporting, research, and statistical purposes. When we do this, it will be anonymised which means the information will be turned into a form that does not identify individuals.
Where we have asked for your consent, for example, when you take part in surveys, consultation, engagement events or we take photos, video, audio recordings etc, we will use your information in:
- printed publications,
- case studies,
- council social media sites, which may include boosted posts to targeted interest groups on Facebook. You can find out more about the use of social media by City of York Council, including an official list of sites, at york.gov.uk/SocialMedia
- press releases,
- our website, york.gov.uk, Where relevant, our website content will be accessible internationally and may be used by national media
- news media
If we want to share your information on our partners’ websites, social media, and other platforms; for example, Live Well York, we will ask for your consent to do this.
It is your responsibility to let us know if you want to withdraw your consent. You can do this at any time, by emailing asctransformationteam@york.gov.uk or by writing to:
ASC Transformation Team, City of York Council, West Offices, Station Rise, York, YO16GAAutomated decision-making
We do not carry out any automated decision-making in ASC transformation team services.
Collecting information automatically
Please see our Cookies page 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 including special category data that we process about individuals is done so in accordance with Article 6 and Article 9 of the UK GDPR and Schedule 1 of the Data Protection Act 2018 (DPA 2018).
- Article 6 (1)(a) Consent: the individual has given clear consent for the council to process their personal data for a specific purpose
- Article 6 (1)(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 where the council is processing data to perform our official tasks)
- Article 9 (2)(a) your explicit consent
Some of the Schedule 1 conditions for processing special category data requires an Appropriate Policy Document (APD) to be in place, that 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 three years after the matter about which we are processing your information has concluded, expired, or ceases to be relevant. It will then be securely and confidentially destroyed.
Data sharing
We may share your information with other council departments, where needed.
We will not pass on your information to any third parties for marketing, sales, or any other commercial purposes without your prior explicit consent.
In some circumstances, such as under a court order or safeguarding, we are legally obliged to share information. We may also share information about you with third parties including our data processors, government agencies and external auditors.
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 (TNA) for permanent preservation. Some of these records may include the personal data of our current and former employees. 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
Where we have data processors or third parties providing parts or all of our services for us, we have contracts or agreements in place with them. These are listed below:
- our case management system provided by The Access Group
- if we use 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 City of York Council Microsoft Office 365 (MS365) Teams meeting recording and transcription privacy notice
- when we use SurveyMonkey for our surveys or consultation etc you can find out how they use your information at their Privacy Notice
- when we use Eventbrite for arranging and organising events etc you can find out how they use your information at their Privacy Policy
- where we use Delib’s CitizenSpace (digital citizen engagement platform) you can find out how they use your information at their Privacy Notice
- where we use Granicus/Gov Delivery to send you updates, newsletters etc you can find out how they use your information at their 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