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 June 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.
CYC is the controller for this information unless we specifically state otherwise in this privacy notice.
You can contact the council’s Data Protection Officer at information.governance@york.gov.uk or 01904 554145, or write to:
Data Protection OfficerCity of York Council
West Offices
Station Rise
York
YO1 6GA
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 do we get your information
We get information about you from the following sources:
- directly from you
- Children’s Social Services
- Education Services
- Health Services
- North Yorkshire Police
- City of York Safeguarding Children’s Partnership
What personal data we process and why
We process the following personal data and special categories of personal data, such as:
- name
- date of birth
- address
- unique reference numbers
- gender
- English as a second language
- employment status
- statutory care status and background
- education information including absences and exclusions
- ethnicity
- information related to involvement with the Trusted Relationships programme which may include health details such as learning disabilities or physical/mental health
- information about previous involvement with the Childrens Service
Where we process data relating to criminal convictions and offences, this includes details of any past criminal convictions or offences
- criminal conviction and/or offence history
City of York Council ‘Trusted Relationships’ programme aims to improve support to young people at risk of exploitation and abuse.
We provide a multi-agency collaborative approach to identify and support children and young people who are primarily at risk of or subject to Child Criminal Exploitation (including County Lines, Child Sexual Exploitation and Modern Slavery).
The Trusted Relationships programme will use your personal data for:
- service provision and delivery of Trusted Relationships programme
- prevention and detection of a crime
- safeguarding of young people
- to ensure young people receive well organised and appropriate support
- to ensure risks to young people are correctly identified and assessed
- for evaluation purposes
Automated decision making
We do not carry out any automated decision making as part of the Trusted Relationships Programme.
Collecting information automatically
Please see our cookies page for further information about the information we collect automatically when you use our website.
Childrens’ 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 and criminal offence data that we process about individuals is done so in accordance with Article 6, 9 and 10 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
(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.
The legal basis for processing your special category data is in accordance with the following:
Article 9(2)
(b) Employment, social security and social protection (if authorised by law)
(g) Reasons of substantial public interest (with a basis in law)
(h) Health or social care (with a basis in law)
This is supported by Schedule1, Part 2 (6) of the Data Protection Act 2018 and legal frameworks, such as:
- Children Act 1989
- Children Act 2004
- Education Act 2002
- Crime and Disorder Act 1998
Where we process personal data relating to criminal convictions and offences, this is also under Article 10 UK GDPR that covers processing in relation to criminal convictions and offences or related security measures. In addition, section 11(2) of the DPA 2018 specifically confirms that this includes personal data relating to the alleged commission of offences, or proceedings for an offence committed or alleged to have been committed, including sentencing.
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 – City of York Council provides further information about this processing.
How long we keep your personal data
The council only retains personal data for as long as is necessary and information relating to the programme will form part of your case file. It will therefore be retained in accordance with the retention period relevant to the file type.
Data sharing
In the course of delivering the Trusted Relationships programme, we may share information with other council services as well as other agencies or organisations. For example:
- within City of York Council teams who form part of the Safeguarding Children’s Partnership, for example: Childrens Services; Education and Skills; Safeguarding Unit; Virtual School; Health Services, Adult Services; Youth Justice
- Partners of the City of York Safeguarding Children’s Partnership, including North Yorkshire Police
- OFSTED
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 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
- Mosaic – Case Management System Privacy Notice | The Access Group
- 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.
- Where we use WhatsApp, you can find out how they use your information at Privacy Policy - UK (whatsapp.com)
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 are 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 Commissioners Office.
You can also find information about your rights at https://www.york.gov.uk/privacy.
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 at information.governance@york.gov.uk or 01904 554145, or write to the:
Data Protection OfficerCity of York Council
West Offices
Station Rise
York
YO1 6GA