City of York Council (CYC) complies with the UK General Data Protection Regulations (UK GDPR) and the Data Protection Act 2018, and is registered with the Information Commissioner’s Office (ICO), reference: Z5809563.
We created this privacy notice in May 2024 and we will keep it under regular review.
We regularly review this privacy notice, and it was last updated in May 2024.
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 explains how and why we process your information, under Part 3 of the Data Protection Act 2018 for law enforcement purposes and the steps we take to keep your information safe.
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.
You can find more information about the role of the Data Protection Officer in our Data Protection Policy Statement.
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 your information
- directly from you when you take part in our consultation
- directly from you if you want to receive our updates and newsletters
What personal data we process and why
When we undertake Air Quality consultation, we will process your personal and special categories of personal data with your consent, such as:
- Name
- Address
- Contact details i.e., phone and/or email address
- Your opinions, comments, thoughts, and feedback
- Your photograph/image
- Audio recording(s)
- Video recording(s)
We will use your information to:
- ascertain public awareness and understanding of a range of issues relating to local air quality
- understand knowledge and awareness of indoor and outdoor air pollution and links to health
- understand awareness of local/national air quality campaigns
- evaluate air quality related campaigns delivered by CYC
Where the information we collect is used in public reports or presentations it will be anonymised and cannot be linked back to you or any individuals. Reports or presentations may be included in one or more of the following:
- 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 www.york.gov.uk/socialmedia
- press releases
- our website, www.york.gov.uk. Where relevant, our website content will be accessible internationally and may be used by national media
- news media
It is your responsibility to let us know if you want to withdraw your consent. You can do this at any time, by emailing Public Protection at public.protection@york.gov.uk or by calling 01904 551525 or by writing to:
City of York Council, Public Protection, Hazel Court Eco Depot, James Street, York, YO10 3DSAutomated decision-making
We do not carry out any automated decision making as part of our Air Pollution surveys and consultation.
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 and special categories of personal 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). These are:
- Article 6(1)(a) Consent: the individual has given clear consent for the council to process their personal data for a specific purpose.
- Article 9(2)(a) 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 keep the information you give us for up to three years and then will securely and confidentially destroy it.
Data sharing
We may share your information with other council departments, where it is appropriate to do so.
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.
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. 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 third parties providing parts or all of our services for us, we have contracts in place with them.
- Wrapped: Privacy Policy
Social media usernames and correspondence, including any additional personal information you include in your social media correspondence with us (such as your address) may be shared with our social media management system suppliers (for example, PRGloo and Hootsuite) in the course of our using these systems.
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.
- SurveyMonkey for our surveys or consultation etc you can find out how they use your information at their Privacy Notice
- Eventbrite for arranging and organising events etc you can find out how they use your information at their Privacy Policy
- Delib’s CitizenSpace (digital citizen engagement platform) you can find out how they use your information at their Privacy Notice
- Granicus/Gov Delivery to send you updates, newsletters etc you can find out how they use your information at their Privacy Policy
- Zoom’s you can find out how they use your information at their Privacy Statement and their certifications at their Legal Compliance page
- WhatsApp, you can find out how they use your information at their UK Privacy Policy
Transfers of personal data
We do not 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