City of York Council (CYC) current data protection notification is registered with the Information Commissioner’s Office (ICO) – reference Z5809563. We created this privacy notice in February 2025 and will review it regularly.
CYC is committed to ensuring that your 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 tells you what to expect when we process your information and it applies to commercial waste services.
CYC is the controller for this information unless we specifically state otherwise in this privacy notice.
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.
This privacy notice should be read in conjunction with other relevant CYC privacy notices and/or policies and procedures.
When appropriate we will provide a ‘just in time’ notice to cover any additional processing activities not mentioned in this document.
- 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
- collection address details
- relevant business information such as bank details
We may ask you to take part in surveys, consultation, or other events to get your feedback and opinions on our services. When we do this, we will ask for your consent.
You can withdraw your consent at any time by contacting us on email: commwaste@york.gov.uk.
We will use your information to:
- provide you with the information or service you have requested
- make the application for the service you have requested
- take payment for the commercial waste service
- update internal systems to ensure our records remain accurate and up to date based on the information you provide
- send you newsletters and updates that you have asked to receive
When you complete an online form on the council’s website and you have provided your email address, we will send you a copy of your completed online form.
Where we process payments or charges; find out what the council does with your information when you make an online payment.
We may use your information to create reports and statistics that are anonymous and cannot be linked back to you, your family, or individuals such as:
- statistical analysis
- statutory returns
- audit framework
- help design better services
- informing market development
Automated decision-making
We do not carry out any automated decision-making as part of the commercial waste 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
Any personal data that we process about individuals is done so in accordance with one or more of the following Articles 6 of 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.
- (b) Contract: the processing is necessary for a contract the council has with the individual, or because they have asked the council to take specific steps before entering into a contract.
- (c) Legal obligation: the processing is necessary for the council to comply with the law (not including contractual obligations).
This is supported by Schedule1, Part 2 (6) of the Data Protection Act 2018 and the following legal framework:
How long we keep your personal data
We will only keep your information for as long as it is needed then it will be securely and confidentially deleted or disposed of.
You can find more details about how long the council keeps records in the council retention schedule.
Data sharing
We will only share your information where it is appropriate to, with:
- other council services
- third parties including our data processors, partners or contractors, who undertake work on our behalf
- government agencies
- internal and external auditors
In some circumstances, such as under a court order or safeguarding, we are legally obliged to share your information.
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
When we have third parties providing parts or all of our services for us, we have contracts or agreements in place with them. These include:
- YorWaste: For details of how they use information see the YorWaste Privacy Policy
- Oracle: For details of how they use information see Privacy @ Oracle
- RouteWare - Webaspx: For details of how they use information see the Routeware Privacy Policy
- 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 surveys or consultation etc. You can find out how they use information in the SurveyMonkey Privacy Notice
- Zimma Ltd trading as Ticket Tailor for arranging and organising events etc. You can find out how they use information in the Ticket Tailor Privacy Policy
- Eventbrite for arranging and organising events etc. You can find out how they use information in the Eventbrite Privacy Policy
- Granicus/Gov Delivery to send you updates, newsletters etc. You can find out how they use information in the Granicus Privacy Policy
- WhatsApp to contact you. You can find out how they use information in the WhatsApp Privacy Policy
- Civica for online payments. You can find out how they use information in the Civica Data Privacy Notice
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