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 May 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 for our Health Trainers service.
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:
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:
- you have contacted us directly for this service
- you complete one of our surveys
- a health professional such as a GP or nurse has referred you to this service
- a midwife has referred you as part of their ‘opt-out’ programme
What personal data we process and why
We will process your personal data and certain ‘special category’ data such as:
- name
- date of birth
- lifestyle and habits, such as smoking status, alcohol consumption, exercise, and diet
- your medical history, such as any current diagnosis
- the results of some medical tests, such as your blood pressure and cholesterol levels
- which GP practice you attend
- contact information such as a phone number, email address or postal address
We will use your information to provide you with a full and comprehensive Health Trainer appointment delivered by the CYC Health Trainers Service.
When a professional, for example, midwife/GP, refers you to us for support, we will provide the professional with the outcomes of their referral. This may include:
- you have started with our service and the outcomes eg quit smoking, lost weight, increased physical activity level
- we have not been able to contact you
- you have turned down the referral or left the service
However, the information we will process about you will vary depending on the content of your Health Trainer appointment and whether you attend an appointment.
We may also contact you with surveys and/or consultations where you have given us your consent to do so.
You can withdraw your consent at any time by email: cychealthtrainers@york.gov.uk.
Anonymised data may be used to provide statistical and demographic information, for example to report on and evaluate the Health Trainer service. This may involve your anonymised data being shared with individuals in external organisations who are supporting the evaluation of the service.
If you attend a virtual video conference meeting, we use Microsoft Office 365 (MS365) to provide secure online conversations. See the MS365 Teams Meeting including recording and transcription privacy notice.
Automated decision-making
We do not carry out any automated decision-making in the Health Trainers 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 is in accordance with 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.
- Article 6(1) (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.
- Article 6(1) (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 you are a public authority processing data to perform your official tasks.)
The legal basis for processing your special category data is in accordance with the following:
- Article 9(2) (a) Explicit consent
- Article 9(2) (g) Reasons of substantial public interest (with a basis in law)
This is supported by Schedule1, Part 2 (6) of the Data Protection Act 2018 and the legal framework such as Health and Social Care Act 2012.
Some of the Schedule 1 conditions for processing special category 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 is necessary and then securely and confidentially destroy it.
Data sharing
We will only share your information with other teams at City of York Council, or external partners, professional referrers, agencies and contractors involved in delivering or evaluating the Health Trainer service.
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.
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 our services for us, we have contracts in place with them. These are listed below
- Cyber Media, our IT system provider Privacy Policy (cyber-media.co.uk)
- Survey Monkey Privacy Notice
- Beam Privacy Policy
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