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 December 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 Skills Team Events including surveys and case studies.
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
- from third parties acting on your behalf such as family member(s) and advocates
- from our commissioned partners or contractors who undertake work on our behalf
What personal data we process and why
We will only process your personal data and special categories of personal data, that is necessary such as:
- name
- address
- contact details such as your email and phone number
- social media usernames and content you post regarding the Skills Team events
- any access requirements to attend events
- any dietary requirements when attending events
- current education and/or employment status
- your comments, feedback and opinions from events you take part in
- your photograph/image
- audio recording(s)
- video recording(s)
We use your information for one or more of the following purpose(s):
- conducting consultations using data to target research at specific customer groups and profile results by categories of users
- in partnership with third party operators, manage information to ensure the safe delivery of events, surveys, case studies and services
- managing, responding and recording enquiries from businesses and the public about our events, surveys and case studies
If you have signed up to receive emails, updates or newsletters from us, you can withdraw your consent at anytime by email: skills@york.gov.uk.
Where you sign up to or subscribe to our updates or newsletters, you can find out more by subscribing to email updates.
If we communicate with you on social media it will be in line with the terms and conditions of those social media sites and you can find out more about the council’s use of social media.
Where we have asked for your consent to take photos, video, audio or other types of recordings such as transcription, at our events, we may 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 council’s use of social media, 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 your consent to the above use of photos, video or audio recording at anytime by email: skills@york.gov.uk.
We may use your information to create reports and statistics that are anonymous and cannot be linked back to you or individuals such as:
- statistical analysis
- statutory returns
- audit framework
- see how the council and its partners are supporting individuals
- help design better services
- inform funding decisions
Automated decision-making
We do not carry out any automated decision-making when providing our services.
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).
- Article 6(1)
- (a) Consent: the individual has given clear consent for the council to process their personal data for a specific purpose.
- (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
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
Information you share with us on social media is stored on those social media sites. You are advised to check the privacy notices or terms and conditions of the social media sites for more information.
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
- 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:
- 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 in the 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 Policy
- Eventbrite for arranging and organising events etc you can find out how they use your information in the Eventbrite Privacy Policy
- Granicus/Gov Delivery to send you updates, newsletters etc you can find out how they use your information in the Granicus Privacy Policy
- WhatsApp to contact you. You can find out how they use your 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