City of York Council (CYC) complies with the UK General Data Protection Regulations (UK GDPR) and the Data Protection Act 2018, and is the registered with the Information Commissioner’s Office (ICO), reference: Z5809563.
We created this privacy notice in March 2023 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 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
When you apply for this grant.
You can withdraw your application at any time by emailing enquiries.publichealth@york.gov.uk or by calling 01904 554373
What personal data we process and why
The Council will process your personal data when you apply for a Childrens Healthy Weight promotion Small Grant so that we can assess your application for it.
We will:
- only ask you for the information that is necessary to consider your application for the grant e.g., your name, contact details; information relevant to your application for this grant such as your proposed improvements etc
- protect it and make sure nobody has access to it who shouldn’t
- ensure you know if you have a choice about giving us information
- make sure we don’t keep it for longer than is necessary
We ask that you:
- give us accurate information
- tell us as soon as possible of any changes
- tell us as soon as possible if you notice mistakes in the information, we hold about you
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.
You can withdraw your application at any time by emailing enquiries.publichealth@york.gov.uk 01904554373
The information we collect may be included in reports and returns to central government 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 any individuals
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 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
The council collects and uses your personal data as you have applied for a grant, and we need this information to process your application. We rely on the following lawful basis for this processing under the UK GDPR:
- Article 6(1)(b) which relates to processing necessary for the performance of a contract.
- Article 6(1)(e) for the performance of our public task.
How long we keep your personal data
We will keep your personal data for 7 years and then we will delete or destroy it securely.
Data sharing
We will only share your personal information with other council services as appropriate e.g., Finance Services
The council must protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, collect taxes, and ensure public money is targeted and spent in the most appropriate and cost-effective way. To do this, your information may be shared with other bodies responsible for auditing or administering public funds including the Audit Commission, the Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police.
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.
We do not pass or sell your information to third parties for marketing, sales or any other commercial purposes without your prior explicit consent.
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
Data processors are third parties who provide certain parts of our services for us. We do not use any data processors to deliver the or the Childrens Healthy Weight promotion Small Grants
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