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Skills Team Privacy Notice

City of York Council (CYC) current data protection notification is registered with the Information Commissioner’s Office (ICO) – reference Z5809563. We regularly review the Skills Team privacy notice, and it was last updated in March 2025.

CYC is committed to ensuring that your 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 we process your information, and it applies to services delivered by the Skills Team.

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 Offices
Station 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 CYC privacy notices that are available in our Privacy Notice and/or CYC policies and procedures.

When appropriate we will provide a ‘just in time’ notice to cover any additional processing activities not mentioned in this privacy notice.

How do we get your information

We get information about you from one or more of the following sources:

  • directly from you
  • from third parties acting on your behalf such as family member(s), advocates, etc
  • from our commissioned partners or contractors who undertake work on our behalf
  • from partner organisations such as training providers, education partners, or employers where it is appropriate

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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
  • emergency contact details
  • social media usernames and relevant content you post
  • any access requirements to attend events
  • any dietary requirements when attending events
  • your comments, feedback and opinions
  • your photograph/image
  • audio recording(s)
  • video recording(s)
  • current education and/or employment status
  • education setting or former education setting
  • job title
  • employer
  • apprenticeship or other training/study programme details

We will use your information for one or more of the following purposes:

  • to allocate and organise taster experiences, events, services or placements.
  • to call emergency contacts if necessary
  • manage information to ensure the safe delivery of taster experiences, events, services, or placements in partnership with your school or education setting, and employer
  • managing, responding to and recording enquiries in general
  • distributing information to you in formats (such as email, phone or text) you have consented to receive and about subjects that you have consented to hear about
  • creating case studies regarding your education, training programme or employment
  • 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

Case studies

We're gathering data on individuals (e.g., current and former apprentices, supported interns, T Level students), and employers to create case studies. These case studies feature personal experiences the individual has had regarding their education and/or career journey. Employer case studies will showcase the experiences of how these individuals have 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 different education/training routes.

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 events

The purpose of this is to showcase various post-16 options 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 at: skills@york.gov.uk

Social media

If you request to join the Apprenticeships in York Facebook Group, we will collect:

  • your age range
  • your main purpose for joining the group

If you follow or like the York Apprenticeships Facebook, Instagram, or LinkedIn pages, we will not collect your personal data unless you specify you would like to be contacted through other means.

By interacting with the Facebook, Instagram, or LinkedIn page/s, your name and profile may be visible to us and other users, and we or other users may respond to your interactions. You can delete your own interactions at any time.

You may be contacted by other users depending on your own privacy settings.

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 at Social media – City of York Council

Where you sign up to or subscribe to our updates or newsletters, you can find out more at Subscribe to email updates – City of York Council.

Where we have asked for your consent to take photos, video, audio recordings etc, we will use your information in:

You can find out more about the council’s use of photos, video and audio recording at Communications Team including photos, filming and recording Privacy Notice – City of York Council

You can withdraw your consent at any time by contacting skills@york.gov.uk if you no longer wish to:

  • receive emails, updates or newsletters from us
  • allow the use of photos, video or audio recording
  • take part in surveys, consultation or events

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

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 in the Skills Team.

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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 and special category data that we process about individuals is done so in accordance with one or more of the following Articles 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.
    • (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.
    • (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
    • (b) Employment, social security and social protection (if authorised by law)
    • (e) Made public by the data subject
    • (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 legal framework such as:

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 – City of York Council provides further information about this processing.

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How long we keep your personal data

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.

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Data sharing

We will only share your information where it is appropriate to, with:

  • other council services
  • other councils, government departments and agencies
  • 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 your 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, 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 it is done in accordance with the UK data protection and privacy legislation.

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How we protect your information

We are 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 Commissioners Office (ICO) For the public | ICO

You can also find information about your rights at Our Privacy Notice – City of York Council

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 at information.governance@york.gov.uk or on telephone: 01904 554145, or write to the:

Data Protection Officer
City of York Council
West Offices
Station Rise
York
YO1 6GA

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Also see

Data Protection Officer

West Offices, Station Rise, York, YO1 6GA

Telephone: 01904 554145

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