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 September 2024 and will review it regularly.
The council is working with the below organisations to deliver and monitor children’s Bikeability cycle training and to ensure it is delivered in an inclusive manner with effective feedback to both trainees and parents along with feedback of impact evidence.
Specific privacy information for each of the partner organisations including details of their ICO registration, Data Protection Officer, etc can be found through the links below:
- City of York Council
- The Bikeability Trust
- Schools - see participating schools' own websites
- Active Travel
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
- when you chose to take part in the Bikeability training
- when you contact us in writing, speak to us on the phone, by email or any other type of electronic communication, or talk to us face to face
- when you take part in any of our surveys or consultation
- when you subscribe to receive the newsletter from the Bikeability Trust
- if you choose to donate to help ensure the future of Bikeability in the City of York primary schools
From third parties
We receive information from partners including:
- The Bikeability Trust
- schools and other educational settings
- instructors
What personal data we process and why
We process your personal data and special categories of personal data such as:
- your name, gender, date of birth, year group
- your parent(s) name, email address, home postcode and telephone number
- details of any educational, health or medical issues that are relevant for this training delivery
- any other information that may be relevant to this training delivery
We use your information:
- to support and enable participation in Bikeability cycle training
- to ensure that training is delivered in an inclusive manner with effective feedback to both trainees and parents along with feedback of impact evidence.
- to process your donation to help ensure the future of Bikeability in the City of York primary schools and provide you with confirmation of your donation if you have asked for this
The information you give to us when using our online payment system will only be used for the recording of your payment and providing you with confirmation of your donation if you request this.
The information we collect may be included in reports, presentations, statistics or returns to government departments, where required. Any information for publication or use outside of the authorised council staff, will be anonymised, and cannot be linked back to you or individuals. Reports containing anonymous information may also be shared with the public and other organisations.
CYC may ask you to take part in surveys, consultation, or other events to get your feedback and opinions on our services. We will only do this where we have your explicit consent to contact you for this purpose. You can withdraw your consent at any time by contacting cycle.training@york.gov.uk.
The Bikeability Trust will ask for your opt in consent to receive additional information from them such as cycling news and partner promotions. You can unsubscribe from their updates at any time by clicking the unsubscribe link at the bottom of any of their emails, by emailing DPO@bikeabilitytrust.org or by logging into your account via the portal and updating your subscriptions.
Automated decision-making
We do not carry out any automated decision when providing Bikeability cycle training.
Collecting information automatically
Please see our cookies page for further information about the information we collect automatically when you use the council’s website. You can find the other organisations cookies information on their websites.
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 pf 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
- (c) Legal obligation: the processing is necessary for the council to comply with the law (not including contractual obligations)
- (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 law
- (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):
- (a) Explicit consent
- (b) Employment, social security, and social protection (if authorised by law)
- (g) Reasons of substantial public interest (with a basis in law)
This is supported by Schedule1, Part 2 (6) of the Data Protection Act 2018 and the legal frameworks such as:
- Children Act 2004
- Education Act 2002
- Education and Skills Act 2000
Some of the Schedule 1 conditions for processing special data require 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
Information will only be kept for as long as is necessary by the relevant organisation delivering their services as part of Bikeability cycle training.
You can find more details about how long the council keeps records in the Retention Schedules on York Open Data.
Data sharing
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, or we are working with partners, we will have contracts or agreements in place with them.
- The Bikeability Trust
- Schools - see participating schools’ own websites
- Active Travel
- Civica for donations
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.
If we use SurveyMonkey for our surveys or consultation etc you can find out how they use your information at their Privacy Notice.
If we use WhatsApp to contact you, 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