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 March 2025 and will regularly review it.
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 collect personal information about you. It applies to Retrofit One Stop Shop York (ROSSY) Project.
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:
- directly from you when you take part in our events, surveys, consultation
- directly from you when you contact us about the ROSSY project
We may also get address data from YorkMap, Energy Performance Certificate (EPC) OpenData, Building Research Establishment (BRE) modelling software, Parity Modelling software, Land Registry software and Ordnance Survey software.
What personal data we process and why
We will process your personal data and special category data such as:
- your name
- your address
- if your property is in a conservation area and/or is a listed property
- specific details about your property such as build type, date, number of rooms etc
- your preferred contact details e.g., email address, phone number
- your opinions, comments, and feedback
- low-income indicators
- health information
- disability information
- internet accessibility
We collect and use your information for one or more of the following purposes:
- to help you take part in surveys, consultation and attend events
- for the platform to recommend the most suitable energy efficiency installations for your home and to your specifications
- provide Bespoke Home Energy Efficiency Advice and Recommendations, based on the Current Energy Efficiency of your Property
- Home Energy Assessments
- a Recommended and Accredited Supplier Marketplace
- financing Options and Referral to Appropriate Grant Scheme Funding
- end-to-End Advisor Access
Automated decision-making
We do not carry out any automated decision-making without any human intervention in delivering the ROSSY project.
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 that we process about individuals is done so in accordance with one or more of the following Article 6 and 9 of the UK GDPR and Schedule 1 of the Data Protection Act 2018 (DPA 2018).
- Article 6(1)
- (a) – your explicit consent
- (e) – Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
- (f) – Necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights, or freedoms of the data subject
- Article 9(2)
- (a) – your explicit consent
- (g) – Processing is necessary for reasons of substantial public interest on the basis of Union or Member State law which is proportionate to the aim pursued and which contains appropriate safeguards
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 then it will be securely and confidentially deleted or disposed of.
You can find details on how long the council keeps records in the Retention Schedule.
Data sharing
We will only share your information where it is appropriate to, with:
- other CYC services
- other councils, government departments and agencies
- other organisations such as NHS
- third parties including our data processors, partners or contractors, who undertake work on our behalf
- 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 and satisfy ourselves we have a legal basis on which to share the information
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
Where we have third parties providing parts or all of our services or partners enlisted in the production and use of the ROSSY platform (YorEnergy), we have contracts or agreements in place with them. These are listed below:
- Wrapt Homes Ltd - read the Wrapt Homes Privacy Policy
- BrightSparks Agency - read the Brightsparks Privacy Policy
- Energy Systems Catapult - read the ESC Privacy Policy
- York and North Yorkshire Combined Authority - read the Y&NYCA Privacy Policy
- Abundance Investment Ltd - read the Abundance Privacy Policy
- York Community Energy - read the YCE Privacy Policy
- Stockholm Environment Institute, University of York - read the SEI Privacy Policy
- YorEnergy - read the YorEnergy 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
- Microsoft forms as part of MS365 You can find out how they use information at in the Microsoft Privacy Statement
- 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
- WhatsApp to contact you. You can find out how they use information in the WhatsApp Privacy Policy
Transfers of personal data
We do not routinely transfer personal data and special categories of 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