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York Education General Email Updates 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 this privacy notice, and it was last updated in November 2024.

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 we process your information and it applies to York Education general email updates.

CYC is the controller for the personal data we process, unless otherwise stated. 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.

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

We get information directly from you when sign up for regular updates from York Education.

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What personal data we process and why

We process the following personal data:

  • Name
  • Email address

The information you give us will be used to deliver these updates to the email address you have given us.

These updates include:

  • information for education leaders in York about government guidance, for example from the Department for Education
  • news, guidance and reminders from City of York Council teams such as:
    • Education
    • Public Health
    • Communications
  • updates from partners in the city or national partners if they relate to events or programmes we consider to be of interest or importance to York’s educational community

We use GOV.UK Notify to send our council email updates to you.

We will not use the information for any other purpose than set out in this privacy notice and will not disclose to a third party such as other companies or individuals, unless we are required to do so by law for the prevention of crime and detection of fraud, or, in some circumstances, when we feel that you or others are at risk.

By signing up to receive York Education email updates, you are giving your consent for us to process your information for this purpose.

You can withdraw your consent or unsubscribe, at any time by contacting York Education on email: newsdesk@york.gov.uk. Please put 'York Education unsubscribe' in the subject of your email.

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Automated decision-making

We do not carry out any automated decision making without any human intervention in providing this service.

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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 information including 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:

  • 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

Our Appropriate Policy Document 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 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 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.

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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 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.

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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, please contact us on email: information.governance@york.gov.uk, or on telephone: 01904 554145, or write to:

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