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Housing

Warm Homes Local Grant Privacy Notice

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 April 2025, and we 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 data collected under the Warm Homes Local Grant (WHLG) operated by City of York Council (CYC) which is funded by the Department for Energy Security and Net Zero (DESNZ).

CYC is the controller for this information unless we specifically state otherwise in this privacy notice.

Contact the Data Protection Officer for City of York Council. This privacy notice should be read in conjunction with other CYC privacy notices that are available in our Privacy Notice 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

We get information about you from the following sources:

  • directly from you when you apply for this grant
  • from organisations applying on your behalf for this grant
  • from third parties such as installers and contractors
  • from the Department for Energy Security and Net Zero (DESNZ), when you complete their online eligibility checker

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What personal data we process and why

We are processing your information when you apply for this grant and to support the delivery and administration of the WHLG. This will include:

  • your name
  • email address (optional)
  • phone number
  • address and details of property receiving WHLG installation(s)
  • details about the WHLG installation(s) installed at the property, including type, size, and cost
  • contact address (if not the property receiving the WHLG installation(s))
  • address and details of property offered, but not receiving, the WHLG installation(s)
  • household Income and eligibility Information including any financial contribution made towards the installation
  • details about the expected energy, carbon and cost savings expected to be delivered by the installation, including pre- and post-installation property EPC details where appropriate
  • health Information (if necessary). This information will only be used to support installation where required and will not be shared with the Department for Energy Security and Net Zero (DESNZ)
  • your opinions, comments and feedback if you choose to take part in CYC surveys or consultation

We will also process the following information from installers:

  • name
  • accreditation and registration information
  • contact details
  • details of WHLG installations delivered
  • relationship with approved contractors

If you do not provide the information requested by us, we may not be able to process your grant application.

When you complete an online form on the council’s website and you have provided your email address, we will send you a copy of your completed online form.

DESNZ will be conducting an evaluation of the Scheme. This may include you being contacted to take part in further research. Where the research involves processing of personal data in addition to that already collected for delivery of the Scheme, you will be given the opportunity to opt-in to that research at the point of contact. You will also be able to opt out of this at any point by contacting:

  • Healthy and Sustainable Homes, City of York Council
    • telephone: 01904 555520
    • email: saveenergy@york.gov.uk
    • write to us at:
      Healthy and Sustainable Homes, City of York Council, West Office, Station Rise, York, YO1 6GA

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
  • see how the council and its partners are supporting individuals
  • help design better services
  • inform funding decisions

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Automated decision-making

We do not carry out any automated decision-making as part of the WHLG Scheme.

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Collecting information automatically

Please see our Cookies Policy for further information about the information we collect automatically when you use our website.

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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.

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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 Article 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 to process their personal data for a specific purpose such as DESNZ processing your personal data for the further research
    • (b) Contract: It is necessary for the performance of a contract to which you are a party. i.e., your grant application
    • (e) Public task: Processing is necessary for the performance of a task carried out in the public interest. The specific public task is the delivery, administration, and evaluation of, as well as statistical, research and fraud prevention purposes relating to, the Scheme, a government funded scheme aiming to raise the energy efficiency of low energy performance homes (those rated at EPC band D, E, F or G), including off-gas grid homes. Funding is provided to Local Authorities who engage consumers and manage the delivery of installations in homes.
    • (f) Legitimate interests: the processing is necessary for the legitimate interests of CYC unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests
  • Article 9(2)
    • (a) explicit consent - the individual has given clear consent to process their special categories of personal data for a specific purpose
    • (g) Reasons of substantial public interest (with a basis in law)

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.

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How long we keep your personal data

CYC 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 our Retention Schedule.

Your information will be stored securely by DESNZ for a maximum period of 25 years following the close of the Scheme. DESNZ may choose to store anonymised data beyond this period.

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Data sharing

We will only share your information where it is appropriate to, for the delivery and administration of WHLG with:

  • other CYC services
  • other councils, government departments e.g. DESNZ and agencies
  • Selected Delivery Partners - energy companies and installers for delivery of their obligations or allocated funding
  • other providers of support and advice - to offer additional services that you may benefit from
  • 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.

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.

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Data processors and/or third parties

When we have third parties providing parts or all of our services for us, or we have partnered with third parties, we have contracts or agreements in place with them. These include:

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Transfers of personal data

We do not routinely transfer personal data or 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.

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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

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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 contact the Data Protection Officer.

You can also contact the Cabinet Office and DESNZ’s Data Protection Officers (DPO):

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Also see

Data Protection Officer

West Offices, Station Rise, York, YO1 6GA

Telephone: 01904 554145

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