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 regularly review this privacy notice, and it was last updated in June 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 information about you from the following sources:
- directly from you
What personal data we process and why
We process the following personal data:
- name
- contact details
- information relevant to your application, etc.
We’re asking local employers for details to help the City of York Council to make decisions on who to transfer our levy money to.
If you do not provide the information requested by us, we may not be able to provide you with the information you need or process your application.
If you have completed a paper Expression of Interest form, once you complete and return it to us, we'll transfer the information you have given us onto the council’s secure network and then destroy confidentially the paper copy.
If we want to use your information after a successful application for a future case study, we will contact you and get your explicit consent for that. We may also carry out surveys or consultation and you can withdraw your consent by email: apprenticeships@york.gov.uk.
Automated decision-making
We do not carry out any automated decision making without any human intervention in providing this service.
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 that we process about individuals is done so in accordance with Article 6 of the UK GDPR and Schedule 1 of the Data Protection Act 2018 (DPA 2018).
The legal basis for processing your personal data is in accordance with the following:
- Article 6(1) of the UK GDPR
- (a) Consent: the individual has given clear consent for the council to process their personal data for a specific purpose
How long we keep your personal data
We'll keep the information you give us for as long as necessary and then will securely and confidentially destroy it.
Data sharing
We will only share your information with other council services and with other organisations, agencies, partners such as contractors who undertake work on our behalf, government departments, etc where it is appropriate to e.g. the council’s Skills Team, Apprenticeship Task Group, Training Providers etc.
The information we collect will be included in reports, presentations, statistics and returns to central government and the School Apprenticeship Panel, where required. Any information for publication or use outside of the council staff who need to use it to process your application, will be anonymised and will not identify you, your business or any individuals.
Reports containing anonymous information may also be shared with the general public and other organisations.
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. For example, we may share information about you with HMRC for the purpose of collecting tax and national insurance contributions.
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. These are listed below:
- 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
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
Also see
- Website terms and disclaimer
- Data Protection Policy Statement
- Accessibility statement
- Cookies policy
- Copyright statement