City of York Council (CYC) complies with the UK General Data Protection Regulations (UK GDPR) and the Data Protection Act 2018, and 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 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.
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 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
- Further information
How we collect your information
We get information about you from the following sources:
- directly from you
- from third parties acting on your behalf such as family member(s), advocates, and so on
- from our commissioned partners or contractors who undertake work on our behalf
What personal data we process and why
We will only process the information that is necessary such as:
- your name
- school
- contact details including phone number and email address
- emergency contact
- your opinions, comments and feedback
We will use your information:
- to allocate and organise apprenticeship tasters and to call emergency contacts if necessary
- in partnership with your school and taster employer, manage information to ensure the safe delivery of the taster and services
- managing, responding and recording enquiries in general
- distributing information to you in formats (such as email or text) you have consented to receive and about subjects that you have consented to hear about
- 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
Where we have asked for your consent when you take part in surveys, consultation, events or we take photos, video, audio recordings etc, we will use your information in:
- printed publications,
- case studies,
- council social media sites, which may include boosted posts to targeted interest groups on Facebook. You can find out more about the use of social media by City of York Council, including an official list of sites
- press releases,
- our website City of York Council website home page. Where relevant, our website content will be accessible internationally and may be used by national media
- news media
You can withdraw your consent to these at any time by contacting york.apprenticeships@york.gov.uk.
You can also find out more about the council’s use of photos, video and audio recording at our Communications Team including photos, filming and recording Privacy Notice.
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
Automated decision-making
We do not carry out any automated decision-making without any human intervention in providing this service.
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 Article 9 of the UK GDPR and Schedule 1 of the Data Protection Act 2018 (DPA 2018).
Article 6 (1)
- (a) - the individual has given clear consent for the council to process their personal data for a specific purpose
- (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 to the council when processing data to perform our official tasks)
Article 9(2)
- (a) - explicit consent
- (g) - reasons of substantial public interest (with a basis in law)
Some of the Schedule 1 conditions for processing special category and criminal offence 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
- third parties including our data processors, partners or contractors, who undertake work on our behalf
- the organisation you are attending for the taster(s)
- government agencies
- 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.
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:
- Zoom Pro or Business version of Zoom (version 5) to host some public facing meetings, training sessions etc across different services in the council. Where these meetings are recorded, recordings will be kept locally on our server and will not be retained by Zoom. You can find Zoom’s privacy statement and their certifications at their Legal Compliance page
- 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
- SurveyMonkey for surveys or consultation etc. You can find out how they use information at their Privacy Notice
- Zimma Ltd trading as Ticket Tailor for arranging and organising events etc. You can find out how they use information at their Privacy Policy
- Eventbrite for arranging and organising events etc. You can find out how they use information at their Privacy Policy
- Granicus/Gov Delivery to send you updates, newsletters etc. You can find out how they use information at their Privacy Policy
- WhatsApp to contact you. You can find out how they use information at their Privacy Policy
Transfers of personal data
We do not routinely transfer personal data and 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 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
Further information
- Visiting our website and links to other websites
- Cookies
- Unsolicited mail
- Third parties
- Caldicott Guardians