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 regularly review this privacy notice, and it was last updated in January 2025.
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, and it applies to Local Area Coordinators (LAC).
The information we will process about you will vary depending on the support or advice you want from us and the reason why we need the information relating to you.
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.
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
We get information about you from the following sources:
- directly from you
- your GP
- police
- personal referees and members of your family
What personal data we process and why
We process the following personal and special category data:
- name
- gender
- age
- ethnicity
- contact details
- employment status
- housing tenure
- information about your situation including what you need help with, and other people who are supporting you at present
We collect this information so our LACs help you stay safe, well, independent and connected to your local community by:
- helping raise awareness of available resources
- providing links to local services
- supporting people with a wide range of issues
- developing resilience and social inclusion in communities
LACs work with individuals and families of all ages and abilities. They take time to get to know you, your family, friends, carers and your community, so they can help you to build a strong support network.
Depending on the service you have requested or need, we may use your information to:
- help you to be independent and to stay safe
- judge whether there is any risk to your wellbeing in line with our Safeguarding Adults and Safeguarding Children duties
- arrange any necessary urgent support you may need to keep you safe
- give you information, advice and guidance to help you connect with other support services or communities
- introduce you to other support services
- seek professional advice about your housing needs and to make recommendations to support your rehousing application
- offer you support which closely matches your needs and desired outcomes
- carry out our obligations from any shared agreements you have entered into with us
- tell you of changes to our services
- send you communications which you have requested and that may be of interest
- evaluate the service or for research purposes to better understand the impact of services
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
- reviewing how the council and its partners are supporting individuals
- helping to design better services
- informing funding decisions
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
Any personal data including special category data and criminal offence data that we process about individuals is done so in accordance with one or more of the following Articles 6, 9 and 10 of the UK GDPR and Schedule 1 of the Data Protection Act 2018.
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)
- (f) Legitimate interests: the processing is necessary for the council’s legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests (this cannot apply if you are a public authority processing data to perform your official tasks)
Article 9(2):
- (a) Explicit consent
This is supported by Schedule1, Part 2 (6) of the Data Protection Act 2018 and the following legal framework and contained in the regulations and guidance that sit behind them:
- Children Act 1989
- Family Law Act 1996
- Human Rights Act 1998
- Mental Capacity Act 2005
- Safeguarding Vulnerable Groups Act 2006
- Mental Health Act 2007
- Forced Marriage (Civil Protection) Act 2007
- Health and Social Care Act 2008
- Local Authority Social Services and National Health Service complaints (England) regulations 2009
- Autism Act 2009
- Equality Act 2010
- Protection of Freedoms Act 2012
- Care Act 2014
- Children and Families Act 2014
- Children and Social Work Act 2017
Where we process personal data relating to criminal convictions and offences, this is also under Article 10 UK GDPR that covers processing in relation to criminal convictions and offences or related security measures. In addition, section 11(2) of the DPA 2018 specifically confirms that this includes personal data relating to the alleged commission of offences, or proceedings for an offence committed or alleged to have been committed, including sentencing.
Some of the Schedule 1 conditions for processing special category and criminal offence 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 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 including Adult Social Care
- third parties including our data processors or partners such as contractors who undertake work on our behalf
- government agencies
- internal and external auditors
In particular, some people may be referred to the Local Area Coordinators for support, after an initial approach to Adult Social Care. In the case of these referrals from Adult Social Care, your personal details will be entered on the Mosaic case management system used by Adult Social Care, and the Local Area Coordinators will record details of their interaction with you on this same system.
We will only share with other organisations, agencies, partners with your consent and as part of the shared agreement to apply for or check that you are receiving the right amount and kind of support or benefit.
In some circumstances, such as under a court order or safeguarding, we're legally obliged to share information. We may also share information about you with third parties including our data processors, government agencies and external auditors. For example, we may share information about you children social care or with police.
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.
Zoom Pro or Business version of Zoom (version 5)
Used to host some public facing meetings, training sessions etc across different services in the council. Where these meetings are recorded, recordings will be kept locally on our server and will not be retained by Zoom.
See Zoom’s Privacy Statement and Zoom's Certifications.
Microsoft Teams
Used 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 CYC Microsoft Office 365 Teams Meeting recording and transcription privacy notice.
SurveyMonkey
Used for surveys or consultations.
You can find out how SurveyMonkey use your information in the SurveyMonkey Privacy Notice.
Zimma Ltd trading as Ticket Tailor
Used for arranging and organising events.
You can find out how they use your information in the Ticket Tailor Privacy Policy.
Eventbrite
Used for arranging and organising events.
You can find out how they use your information in the Eventbrite Privacy Policy.
Delib’s CitizenSpace
Used as a digital citizen engagement platform.
You can find out how they use your information in the Delib Privacy Notice.
Granicus Gov Delivery
Used to send you updates and newsletters.
You can find out how they use your information in the Granicus Privacy Policy.
Used to contact you.
You can find out how they use your information in the WhatsApp Privacy Policy.
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