City of York Council's (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 September 2024.
CYC is committed to ensuring that personal data 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 collect personal information about you. It includes:
- requests for road closures, footpath closures, and parking suspensions.
- applications to change or introduce speed limits
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 your information when you:
- make an application for a road and/or footpath closure, and/or parking suspension.
- make an application for change to speed limits
- contact us in writing
- speak to us on the phone
- email or any other type of electronic communication
- talk to us face-to-face
- report a highway issue
- apply for a highways licence or permit
- purchase a highways service
- become involved in highways projects or programmes
- enter into legal agreements
- request information or comment on highways in general, or as part of a consultation
What personal data we process and why
We process your personal data and special categories of personal data such as:
- name
- address
- phone number
- email address of the applicant and any contractors
We will use your information to:
- assess and make a decision on your application
- provide you with a copy of your online application
- carry out our obligations arising from any contracts entered into by you and us
- update you on any changes to the application process and requirements, such as timescales for lead in times, for example; if you do not wish to receive these, please let us know by contacting us on email: highway.regulation@york.gov.uk
- send you communications which you have requested and that may be of interest
- invoice and for audit trail purposes due to the legal orders and notices being generated for road closures and parking suspensions
- to process payments or charges; to find out what the council does with your information when you make an online payment, please see our privacy notice - online payments
The information we collect may be included in reports, presentations, statistics or returns to central government where required. Any information for publication or use outside of the authorised council staff, will be anonymised and cannot be linked back to you or individuals. Reports containing anonymous information may also be shared with the general public and other organisations.
We may also make available the final submitted and approved Traffic Management Plans however these will not identify you or any individuals.
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 9 of the UK GDPR and Schedule 1 of the Data Protection Act 2018 (DPA 2018).
The legal basis for processing your personal data and special category data is in accordance with one or more of the following.
Article 6(1):
- (a) Consent: the individual has given clear consent for the council to process their personal data for a specific purpose
- (b) Contract: the processing is necessary for a contract the council has with the individual, or because they have asked the council to take specific steps before entering into a contract
- (c) Legal obligation: the processing is necessary for the council to comply with the law (not including contractual obligations)
- (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 to processing data to perform the council’s official tasks)
Article 9(2):
- (a) Explicit consent
- (g) Reasons of substantial public interest (with a basis in law)
This is supported by the following legal framework:
- Road Traffic Regulation Act 1984
- The New Roads and Street Works Act 1991 - allows utility companies, the 'statutory undertakers', to carry out work in the highway in respect of their statutory functions in line with national rules. Anyone else must obtain Streetworks permission before carrying out excavations within our highway network
How long we keep your personal data
We will only keep your information for as long as it is needed and then securely and confidentially destroy or delete it.
See further details about how long the council keeps records.
Data sharing
We will only share your information with other council services such as finance teams, Highway Regulation, and Transport Teams, where it is appropriate to.
We will only share your information with other organisations, agencies, partners such as contractors who undertake work on our behalf, government departments, 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.
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.
We use Documentum as our document management system, and you can find out more in the Open Text Privacy Notice.
If we use 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.
When we use SurveyMonkey for our surveys or consultation etc you can find out how they use your information in the SurveyMonkey Privacy Notice.
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