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 October 2023 and we will keep it under regular review.
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.
- Why is information being collected
- What information will be collected
- What will we do with the information
- Storage of information
- How long will we keep the information
- Further processing
- Your rights
Why is information being collected
The purpose of this audit is to understand how involved the child or young person was in their Education, Health and Care Plans (EHCP) development and to rate the quality of EHCPs from a young person’s point of view. If the parents and carers of the child or young person take part in their audit too, then these will be collated as individual case studies.
The feedback from the audit will be added to our professional and parent carer audits.
What information will be collected
City of York Council’s Special Educational Needs (SEN) Service will work with schools and settings to invite you (or your child if under 16) to take part in this audit where we will go through your own EHCP with a professional from the council.
Contact with you will be made by your school or setting and via your parent(s) or carer(s) if under the age of 16. You (or your child) can be accompanied by either a school professional or parent or carer if you wish dependent on need.
We will go through your EHCP and get your opinions, thoughts and feedback on a few areas of your plan.
Participation is voluntary and you can choose to not take part or answer any of the questions.
When we gain permission via the permission form your/your child’s school or setting will send you, we will ask if you wish to see the audit outcome and ask for an email address to send it to.
What will we do with the information
We are using the information you give us with your consent. You can withdraw your consent at any time by contacting the Participation and Engagement Officer by email: jointpartnership@york.gov.uk.
The information we collect will be included in presentations, statistics and reports such as anonymous case studies. Any presentations, reports and statistics for publication or use outside of the authorised council staff, will be anonymised and cannot be linked back to you, your family or individuals. Reports containing anonymous information may also be shared with the general public and other organisations.
We will send you an email afterwards to thank you for your involvement and if your parents or carers complete the audit too, then a summary will be provided, however no further contact will be made.
When you have completed the audit on either Microsoft Word or on paper, once you complete it and returned it to us, we will transfer the information you have given us onto the council’s secure network and then destroy confidentially the paper copy.
We will not use the information for any other purpose than set out in this privacy notice and will not disclose to a third party i.e. other companies or individuals, unless we are required to do so by law for the prevention of crime and detection of fraud, or, in some circumstances, when we feel that you or others are at risk.
You can find out more about how the City of York Council uses your information in our Privacy Notice.
Storage of information
We will keep the information you give us in CYC’s secure network drive and make sure it can only be accessed by authorised staff.
How long will we keep the information
We will keep the information you give us for up to six years and then will securely and confidentially destroy it.
Where required or appropriate, at the end of the retention period we will pass onto the City Archives any relevant information.
Further processing
If we wish to use your personal information for a new purpose, not covered by this Privacy Notice, we will provide you with a new notice explaining the purpose prior to commencing the processing and the processing conditions. Where and whenever necessary, we will seek your consent prior to the new processing.
Your rights
To find out about your rights under data protection law, you can go to the Information Commissioners Office (ICO).
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, contact us.
Also see
- Website terms and disclaimer
- Data Protection Policy Statement
- Accessibility statement
- Cookies policy
- Copyright statement