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 created this privacy notice in June 2024 and we will keep it under regular review.
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 tells you what to expect when Waste Services, Public Realm and Fleet Services processes your information which will vary depending on why and how you are contacting or interacting with us, and the service or information you are requesting.
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
- from third parties acting on your behalf such as family member(s), advocates
- from other CYC services or teams such as customer services
- from our commissioned partners or contractors who undertake work on our behalf
- from external agencies and government departments such as other councils; Driver and Vehicle Standards Agency
What personal data we process and why
We will only ask you for the information that is necessary to provide you with the service you are contacting us about.
This may simply mean providing your name and address but for some services, we will need more details and sometimes special categories of personal data, for example if you are applying for an assisted waste collection, we may need information about your health.
We will use your information to:
- provide you with the information or service you have requested or are subscribing to such as the garden waste subscription scheme
- make the application for the service you have requested
- update internal systems to ensure our records remain accurate and up to date based on the information you provide
- inform services to respond to the problem you have reported
- book your appointment with the required service
- record details of our interaction with you on the appropriate council system
- send you newsletters and updates that you have asked to receive
We may use information to create reports and statistics that are anonymous which cannot be linked back to you or to individuals, such as:
- informing market development
- statistical analysis
- statutory returns
- ensuring service quality
- inform service improvements
We may ask you to take part in surveys, consultation, or other events to get your feedback and opinions on our services. When we do this, we will ask for your consent.
You can withdraw your consent at any time by contacting us on email: ycc@york.gov.uk.
Where we use platforms, systems, or apps to provide our services such as to contact you, provide secure online conversations, hold meetings, take payments, we will let you know.
Automated decision-making
We do not carry out any automated decision making without any human intervention in providing Waste Services, Public Realm and Fleet 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).
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.
- (b) Contract: the processing is necessary for a contract the council has with the individual, or because they have asked the council to take specific steps before entering into a contract.
- (c) Legal obligation: the processing is necessary for the council to comply with the law (not including contractual obligations).
- (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.
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:
- Environment Act 2021
- Environmental Protection Act 1990
- Controlled Waste (England and Wales) Regulations 2012
- Waste (England and Wales) Regulations 2011
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 and then it will be securely and confidentially destroyed or disposed of.
Data sharing
We will only share your information with other council services and with other organisations, agencies, partners such as contractors who undertake work on our behalf, government departments, where it is appropriate to.
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 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 for us, we have contracts or agreements in place with them. These are:
Our case management systems providers:
- Granicus: For details of how they use information see the govService Citizen Privacy Policy
- Oracle: For details of how they use information see Privacy @ Oracle
- RouteWare - Webaspx: For details of how they use information see the Routeware Privacy Policy
- Garden waste permits - PermiServ: For details of how they use information see the PermiServ Privacy Policy
- YorWaste: For details of how they use information see the YorWaste Privacy Policy
- Online payments: For more details see Online Payments
If we use 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 Teams Meeting including recording and transcription privacy notice.
If we use SurveyMonkey for our surveys or consultations, you can find out how they use your information in the Survey Monkey Privacy Notice.
If we use Eventbrite for arranging and organising events, you can find out how they use your information in the Eventbrite Privacy Policy.
If we use Delib’s CitizenSpace (digital citizen engagement platform), you can find out how they use your information in the Delib Privacy Notice.
If we use Granicus/Gov Delivery to send you updates or newsletters, you can find out how they use your information in the Granicus Privacy Policy.
Where we use WhatsApp, 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