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 May 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 OfficesStation 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
- 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
- when you take part in our surveys or consultation
- meetings with you, and your child / young person
- from other professionals such as other council services, schools, NHS, and others
- post, email, and telephone conversations as appropriate
What personal data we process and why
We will collect and process the following personal data and special categories of personal data:
- name
- date of birth
- contact details
- characteristics such as gender, language, and ethnicity
- details of any special educational needs for children and young people
- where appropriate, relevant medical information for children and young people or parents/carers
- where appropriate, relevant information regarding a child’s status as a looked after child/young person
- attendance/exclusion data from the child/young person’s educational setting
- any additional personal information (including the name/contact details of the parent/carer) that is necessary for us to assess and provide our services to you
- details of previous involvement with specialist services
- your opinions, comments, and feedback when you take part in our surveys or consultation
We will use your information to:
- ensure that services and practitioners understand how they can best help you, or your child or young person
- support our work with your child in his or her school or setting
- provide the child or young people with appropriate services
- measure the impact of our services on children and young people
- help us develop and improve our services
- help inform which services and interventions require commissioning across the City of York to support families and communities
- create statistics and reports that are anonymous and cannot be linked back to you or your family for the purposes of evaluation and funding reports, local and national surveys. We could use these statistics to see how the School Wellbeing Service, the wider Council and its partners are supporting families and individuals, to help design better services and to contribute to national surveys and government returns, for example to the Department for Education (DfE), or to NHS clinical commissioning groups.
- administer and protect public funds
When you take part in our surveys or consultation we will ask for your consent. You can withdraw your consent for these at any time by contacting the School Wellbeing service at: schoolwelbeingservice@york.gov.uk
We also send an annual survey to schools and settings to gather views and experiences relating to the School Wellbeing Service delivery to find out what they find helpful and areas to improve. We use their feedback as part of a self-review of how we are meeting our responsibilities as required by School Forum, the Integrated Care Board, and the Local Authority. This will help to assist in the future planning of the service and help us understand what kind of impact we have on children, families, and educational settings.
Automated decision-making
We do not carry out any automated decision making in the School Wellbeing 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 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 and special categories of 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.
- (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.
- (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
- (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:
- Education Acts 1996 and 2002
- Equality Act 2010
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 up to 10 years to account for the child/young person’s educational career, and then we will securely and confidentially delete or destroy it.
We will keep the information from our annual surveys for schools and settings for up to 5 years to allow us to evaluate and report on patterns over a sustained period. We will then securely and confidentially destroy it.
Data sharing
We may share information about you/your child with other relevant professionals who are already involved, or who become involved, during the time that they're known to the SWS to provide coordinated support and to improve multi-agency working
The information collected from our annual surveys for schools and settings will be included in our Annual Outcomes Report and may be included in presentations, statistics, and reports. Any presentations, reports and statistics for publication or use outside of the authorised council staff, will be anonymised, and cannot be linked back to you. Reports containing anonymous information may be shared with the public and other organisations.
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.
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 part or all of our services for us, we have contracts in place with them.
- When we use SurveyMonkey for our surveys or consultation, you can find out how they use your information at Survey Monkey Privacy Notice
- Where we use Granicus/Gov Delivery to send you updates, newsletters, you can find out how they use your information at Granicus 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
Also see
- Website terms and disclaimer
- Data Protection Policy Statement
- Accessibility statement
- Cookies policy
- Copyright statement