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 regularly review this privacy notice, and it was last updated in February 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 explains how and why we process your information, under Part 3 of the Data Protection Act 2018 for law enforcement purposes and the steps we take to keep your information safe.
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
How we collect your information
We get information about you from the following sources:
- directly from you where you have a legal interest in the property or land affected by the proposed scheme, for example as an owner or tenant
- Land Registry
- Title Deeds
What personal data we process and why
We process the following personal data of owners, leaseholders, tenants and/or occupiers and any other interested parties:
- names
- address
- contact details
- property address
For an agent, solicitor, or anyone else acting on your behalf we will also collect their capacity/relationship with you.
The information you complete and return on the questionnaire to Land Referencing Services LLP (LRS) will be used in connection with the proposed York Outer Ring Road (YORR) Dualling and Roundabout Upgrade Scheme only, and is primarily for the protection of the statutory rights of individuals and organisations concerned.
The information may be used in preparation of an Order Schedule and Map to be attached to any future Order that may be required for delivery of the scheme. Such Order documents would at some stage will be available for public inspection.
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 that we process about individuals is done so in accordance with Article 6 of the UK GDPR and Schedule 1 of the Data Protection Act 2018 (DPA 2018) and legal basis is:
- (c) Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations)
- (e) Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law
This is supported by the following legal framework:
- Acquisition of Land Act 1981
- Section 16 of the Local Government (Miscellaneous Provisions) Act 1976
- Sections 239, 240 and 250 of the Highways Act 1980
How long we keep your personal data
We will keep your information for 6 years from completion of the land referencing process.
Data sharing
Your completed questionnaires are returned to LRS, as the council has an agreement in place with them to identify who has a legal interest in property or land that may be affected by the proposed YORR Dualling and Roundabout Upgrade Scheme, through a process known as ‘Land Referencing’.
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.
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. The council has an agreement in place with LRS to identify who has a legal interest in property or land that may be affected by the proposed YORR Dualling and Roundabout Upgrade Scheme, through a process known as ‘Land Referencing’.
You can find out more about what they do with your information in the LRS 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