City of York Council (CYC) current data protection notification is registered with the Information Commissioner’s Office (ICO) – reference Z5809563.
This privacy notice was last reviewed in August 2024.
CYC have commissioned Brightsparks Agency Ltd (BSA) to support the council’s Bus Service Improvement Plan (BSIP) such as conducting consultation, subsequent data analysis and focus groups, etc.
CYC and BSA are 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) and for the purposes of data protection legislation, CYC is the controller and BSA is the processor of your information.
You can contact the council’s Data Protection Officer by writing to:
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
We get information directly from you.
What personal data we process and why
We will collect and use your information such as:
- your demographic information e.g., age range, location, employment status etc.
- your date of birth if you are under 16
- your description of your access and use of buses in York
- your description of your access and use of private transport in York
- your opinions and views on York’s bus network
- if you are participating in the prize draw, your email address
- your phone number, if you are participating in the online focus groups and you choose to receive a high street e-voucher
- your preferred contact details if you want to be contacted about taking part in other events, consultation, focus groups, etc
- where we have your consent, photos, audio and/or video recordings and/or written transcription when you take part in our events, consultation or focus groups
We are using your information to provide an evidence base for York’s Bus Service Improvement Plan brand and campaign development.
If you choose to take part in the online survey, you are eligible to enter a prize draw to win a £20 high street voucher and you can find out how to do this on the survey.
If you complete a paper survey or in another format, once you complete and return it to us, we will transfer the information you have given us onto a secure network and then destroy confidentially the paper or other format copy.
The information we collect will be included in presentations, statistics, research findings documents, quotes and reports. If these are for publication or use outside of the authorised council staff and by Brightsparks Agency Ltd, they will be anonymised, and you will not be individually identifiable in them. Reports containing anonymous information may also be shared with the public and other organisations. An example of this is where Brightsparks Agency Ltd may use participants’ ages and the areas where they live in association with any quote or feedback (e.g. Acomb, aged 62).
As we are using the information you give us with your consent, you can withdraw your consent at any time by contacting us via email: ourbigconversation@york.gov.uk.
Automated decision-making
We do not carry out any automated decision-making as part of this consultation.
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 is in accordance with the following:
- Article 6(1)(a) consent - the individual has given clear consent to process their personal data for a specific purpose
- Article 9(2)(a) explicit consent - the individual has given clear consent to process their special categories of personal data for a specific purpose
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 one year after the close of the project, at which point it will be deleted.
Data sharing
We will only share your information with the BSIP delivery and marketing groups which are made up of York’s seven bus operators, where it is appropriate and lawful to do so.
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 such as:
- Brightsparks Agency Ltd - You can find details about how Brightsparks Agency Ltd use personal information
- Zoho Survey – you can find details about how they use personal information at Zoho Privacy Policy
- Google – you can find details about how they use personal information at Privacy and Terms Google
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