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 April 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 applies to This privacy notice relates to current Sport and Active Leisure grant funding, and the funding application processes for current grants:
CYC is the controller for this information unless we specifically state otherwise in this privacy notice.
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.
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 about you from the following sources:
- directly from you when you apply for Sport and Active Leisure grant funding
- when you complete a survey
What personal data we process and why
We process the following personal data:
- name
- contact details
- information relevant to your grant application
- your opinions, thoughts and feedback when completing a survey
If your application is successful we will also collect:
- financial information
The information you give us will be used by us to process your grant application as you have requested. These grant schemes are to help sports clubs and organisations to either improve current provisions regarding activities and equipment, or for promotional membership schemes to increase participation for the club.
The information we collect may be included in presentations, statistics and reports. Any presentations, reports and statistics for publication or use outside of the authorised council staff, will be anonymised and cannot be linked back to you, your family or individuals.
We may conduct surveys or ask for your feedback on this grant application process. Participation is voluntary and you can choose to not answer any of the questions.
You can ask to withdraw your consent to include your information in our reports at any time by contacting the Sport and Active Leisure Team on email: sportandactiveleisure@york.gov.uk.
Automated decision-making
We do not carry out any automated decision-making in as part of your grant application.
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).
The legal basis for processing your personal data is in accordance with the following:
Article 6(1) of the UK GDPR:
- (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.
How long we keep your personal data
We will only keep your information for 6 years and then confidentially destroy it.
Data sharing
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. For example, we may share information about you with HMRC for the purpose of collecting tax and national insurance contributions.
We must protect public funds and may use personal data and data-matching techniques to detect and prevent fraud, collect taxes and ensure public money is targeted and spent in the most appropriate and cost-effective way. To do this, your personal data may be shared with other bodies responsible for auditing or administering public funds, including the Department for Work and Pensions, HM Revenue and Customs, the Police and other local authorities.
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 in place with them. These are listed below
- where we use Survey Monkey to process responses, you can find out how they use your information, in the Survey Monkey Privacy Policy
- where we use Microsoft 365 to record and /or transcribe we will let you know and you can find more details in the City of York Council Microsoft Office 365 (MS365) Teams Meeting including recording and transcription privacy notice
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