City of York Council's (CYC) current Data Protection Notification is registered with the Information Commissioner’s Office (ICO), reference: Z5809563.
We created this privacy notice in December 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 explains how and why we process your information, and it applies to the Community Mental Health Hub Team.
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.
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 your information directly from you.
What personal data we process and why
We will process your personal data and special category data such as
- your full name
- your email address
- the roles that are of interest to you
We will use your information to contact you about any roles or opportunities you have indicated you are interested in.
We may ask you to take part in surveys, consultation, or other events to get your opinions, comments, and feedback 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: connectingourcity@york.gov.uk.
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.
If you do apply for any of our recruitment opportunities, you can find more details of what the council does with your information at our recruitment website.
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
Automated decision-making
We do not carry out any automated decision making in delivering the Community and Mental Health Hub Team recruitment 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 one or more of the following 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
- Article 6(1)(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 to any of the council’s performance of official tasks)
- Article 9(2) 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 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
- other partners in the Community Mental Health Hub
- third parties including our data processors, partners, or 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 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 in place with them.
- 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 Microsoft Office 365 (MS365) Teams Meeting including recording and transcription privacy notice
- SurveyMonkey - for surveys or consultation etc. You can find out how they use 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 information in the Ticket Tailor Privacy Notice
- Eventbrite - for arranging and organising events etc. You can find out how they use information in the Eventbrite Privacy Policy
- Granicus Gov Delivery - to send you updates, newsletters etc. You can find out how they use information in the Granicus Privacy Policy
- WhatsApp - to contact you. You can find out how they use 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