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Financial Inclusion Fund privacy notice

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 March 2024 and we will keep it under regular review.

We regularly review this privacy notice, and it was last updated in March 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 Offices
Station 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

We get your information:

  • directly from you including where you have chosen to work with any third party to support you
  • from other government departments, for example DWP
  • from other local authorities you have been involved with

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What personal data we process and why

We will process your personal data, special categories of personal data and/or criminal offence data, for the purposes of administering our financial inclusion grant funding such as:

  • Name
  • Address
  • Email address
  • Phone number
  • Organisational details
  • Anonymised data
  • Cases studies

Where required, we may perform checks to verify the information you give us. This may include

From time to time, we may conduct or ask you to take part in a survey to get your feedback, comments, and opinions to help us improve 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 benefits@york.gov.uk

Any information we use in presentations or reports will be anonymised and will not identify any individuals. For example, a report on the spending of the Discretionary Housing Payment fund will not feature any of your personal data.

The information you give to us when using our online payment system will only be used for the recording of your payment. We'll ensure that it is used for no other purpose and is not disclosed to a third party such as other companies or individuals, unless required to do so by law for the prevention of crime and the detection of fraud.

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Automated decision-making

We do not carry out any automated decision making without any human intervention.

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Collecting information automatically

Please see our cookies page for further information about the information we collect automatically when you use our website.

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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 of the UK GDPR and Schedule 1 of the Data Protection Act 2018 (DPA 2018).

The legal basis is in accordance with one or more of the following:

  • Article 6(1)(a) Consent: the individual has given clear consent for the council to process their personal data for a specific purpose e.g., surveys.
  • Article 6(1)(c) Legal obligation: the processing is necessary for the council to comply with the law (not including contractual obligations).
  • Article 6(1)(e) the processing is necessary for the council to perform a task in the public interest or for the council’s official functions, and the task or function has a clear basis in law.
  • Article 9(2)(a) Explicit consent
  • Article 9(2)(b) Employment, social security, and social protection (if authorised by law)
  • Article 9(2)(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 following legal framework:

Some of the Schedule 1 conditions for processing special category require an Appropriate Policy Document (APD) to be in place, which 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.

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How long we keep your personal data

We will only keep your information for up to 7 years after your last contact with us. This means if there is no activity on your account after 7 years, we will delete or destroy your information securely.

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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 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.

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Data processors and/or third parties

Where we have third parties providing parts of or all of our services for us, we have contracts or agreements in place with them such as:

Where we use Survey Monkey for our surveys, you can find out how they use your information, at Survey Monkey's Privacy Notice If you complete a paper survey, once you complete and return 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.

Where we use Eventbrite for our events, you can find details about how they use personal information at Eventbrite Privacy Policy.

When we use MS Teams to speak to you securely online, we may record and or transcribe these and you can find out more about this at Microsoft Office 365 (MS365) Teams Meeting recording and transcription privacy notice.

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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.

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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

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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 Officer
City of York Council
West Offices
Station Rise
York YO1 6GA

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Also see

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