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 August 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 collect personal information about you.
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 by:
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
The Skills Team will firstly be in contact with a training provider or employer who have an apprentice or had an apprentice complete in the last 12 months. The training provider or employer will be sent this privacy notice and then they will seek consent from their individuals, before sending us their contact information.
We will also get information directly from you if you agree to take part in the case study.
What personal data we process and why
We process your personal data and special categories of personal data such as your:
- name
- age
- job title
- employer
- former school
- contact details
- image/photo (if provided)
- video and/or audio recording (if provided)
- apprenticeship details
- comments, feedback, and opinions about your experiences as an apprentice
We're gathering data on current and former apprentices and apprentice employers to create case studies. Apprentice case studies feature personal experiences on the apprenticeship the individual has completed or is completing. Employer case studies will showcase the experiences of having an apprentice and how they benefited the organisation.
Case studies are a strong method of marketing when targeting young people as they can often relate to the person in the case study, particularly if they were from the same school, and it showcases the opportunities that can come from an apprenticeship.
Where the Skills Team have consent, they will follow up with individuals using the contact information provided to clarify, update, or learn more about the information provided. We will not share individual contact information or personal responses outside of the Skills Team and the case study will be sent to the individual for approval before publishing.
The information we receive will be used to create a case study document. The completed case study will be:
- shared across our social media platforms and website
- used in presentations in schools
- used at apprenticeship events
The purpose of this is to showcase on a personal level what it's like to be an apprentice, to help young people make their decision when leaving school or college.
You can withdraw your consent at any time by contacting the Skills Team by email: york.apprenticeships@york.gov.uk.
Automated decision-making
We do not carry out any automated decision-making when creating York Apprenticeship case studies.
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.
- 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
We will only keep your information for as long as is necessary. For further information about how long we hold your personal data, see our published Retention Schedule.
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, etc 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.
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.
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 (MS365) Teams Meeting recording and transcription privacy notice.
When we use SurveyMonkey for our surveys or consultation etc you can find out how they use your information in the SurveyMonkey Privacy Notice.
When we use Eventbrite for arranging and organising events etc you can find out how they use your information in the Eventbrite Privacy Policy.
Transfers of personal data
We do not 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