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Local Energy Advice Demonstrator (LEAD) Home Energy Advice Scheme Privacy Notice

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 created this privacy notice in February 2024 and we will keep it under regular review.

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 Offices
Station 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

We will get your information from the following sources:

  • directly from you when you take part in events, surveys, consultation or contact us
  • from Landlords, Social Providers, and relevant Charitable Organisations
  • from YorkMap
  • from Energy Performance Certificate (EPC) Open Data

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What personal data we process and why

We will process your personal data and special categories of personal data such as your:

  • name
  • address
  • preferred contact details e.g., email address, phone number
  • household income
  • health information
  • disability information
  • opinions, comments, and feedback
  • property details such as if it is in a conservation area and/or is a listed property, etc

We will use your information to provide detailed energy efficiency advice including:

  • a thorough insight into the current condition of your property and the best ways to keep your home healthy via insulation, renewable heating, and ventilation
  • information on how to complete planning permission applications and gain listed property consent
  • information on current market prices, deals and grant schemes
  • information on the most up-to-date technology available in the energy sector

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Automated decision-making

We do not carry out any automated decision making in the LEAD energy advice scheme.

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Collecting information automatically

Please see our Cookies Policy for further information about the information we collect automatically when you use our website.

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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.

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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 Article 9 of the UK GDPR and Schedule 1 of the Data Protection Act 2018 (DPA 2018). These are:

  • Article 6(1)(a) consent: you have given clear consent to us to process your personal data for a specific purpose
  • Article 6(1)(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
  • Article 6(1)(f) Legitimate interests: the processing is necessary for our 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
  • Article 9(2)(a) – your explicit consent
  • Article 9(2)(g) Reasons of substantial public interest (with a basis in law) which is proportionate to the aim pursued and which contains appropriate safeguards

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 provides further information about this processing.

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How long we keep your personal data

We will only keep your information for up to 6 years and then it will be securely and confidentially deleted or destroyed.

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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 to provide our energy advice and services. These are:

  • Joseph Rowntree Housing Trust (JRHT)
  • York Travellers Trust 
  • Department for Energy, Security and Net Zero
  • NEY Net Zero Hub 
  • Leeds Beckett University - Sustainability Institute 
  • Elite Services Group
  • The Retrofit Designer that we have contracted to provide these services 
  • Parity Projects Ltd 
  • ECMK

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.

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Data processors and/or third parties

Where we have third parties providing parts or all of our services for us, we have agreements or contracts in place with them.

When we use Eventbrite to arrange and manage events, you can find out how they use your information at the Eventbrite Privacy Policy.

When we use Survey Monkey for our surveys, you can find out how they use your information, at the Survey Monkey Privacy Notice.

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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..

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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

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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 Officer
City of York Council
West Offices
Station Rise
York YO1 6GA

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Also see

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Data Protection Officer

West Offices, Station Rise, York, YO1 6GA

Telephone: 01904 554145

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