City of York Council (CYC) current data protection notification is registered with the Information Commissioner’s Office (ICO) – reference Z5809563. We regularly review this privacy notice, and it was last updated in October 2024.
CYC is committed to ensuring that personal data 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 Governance support and development service.
However, the information we will process about you will be upon appointment as a volunteer within an organisation that contracts with the council.
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
- the organisation that you volunteer with
- from schools
- from other organisations such as Governors for Schools - Effective Governors, Excellent Schools
What personal data we process and why
We process your personal and special categories of personal data such as:
- name
- email address
- contact phone number/s
- postal address
- health and disability information
- demographic information about you
- your professional experience and background
- your comments, feedback, and opinions if you take part in our surveys, consultation etc
- your photo if you take part in our recruitment campaigns
- extended (open-ended) information that helps to provide context for your responses to our recruitment campaigns
We process your information to:
- provide support, advice and training to Governors, Trustees and Members
- recruit more school governors
If you choose to take part in our recruitment campaign, we will ask for your consent and will use your information in:
- printed publications
- case studies
- council social media sites, which may include boosted posts to targeted interest groups on Facebook. You can find out more about the use of social media by City of York Council including an official list of sites
- press releases
- our website City of York Council website home page. Where relevant, our website content will be accessible internationally and may be used by national media
- news media
You can withdraw from participating at any time by email: governance.service@york.gov.uk.
If you choose to take part in our surveys or consultation about our services, we will ask for your consent. You can withdraw your consent at any time by email: governance.service@york.gov.uk.
Automated decision-making
We do not carry out any automated decision-making in our Governance support and development 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 including special category that we process about individuals is done so in accordance with Article 6 and 9 of the UK GDPR and Schedule 1 of the Data Protection Act 2018 (DPA 2018).
The legal basis for processing your personal data is in accordance with 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.
- (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.
- 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 following legal framework:
- School Governance (roles procedures and allowances) Regulations 2013
- Academy Trust Handbook
- Education Act 1996
- Localism Act 2011 section 1(1)
- Department for Education’s Legal Compliance Guide
- Education Act 1996 (Section 512ZB)
- Exclusions – The School Discipline (Pupil Exclusions and Reviews) (England)
- Regulations 2012 and s.52 of the Education Act 2002
Some of the Schedule 1 conditions for processing special category data 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.
How long we keep your personal data
We will only keep your information for as long as it is needed.
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 or partners such as 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 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:
- oneAdvanced/Decision Time. You can find more details at Decision Time has joined Advanced
- 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 your information at SurveyMonkey Privacy Notice
- Zimma Ltd trading as Ticket Tailor for arranging and organising events etc. You can find out how they use your information in the Ticket Tailor Privacy Notice
- Eventbrite for arranging and organising events etc. You can find out how they use your information at Eventbrite Privacy Policy
- Delib’s CitizenSpace (digital citizen engagement platform). You can find out how they use your information at Delib Privacy Notice
- Granicus/Gov Delivery to send you updates, newsletters etc. You can find out how they use your information at Granicus Privacy Policy
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