Health and social care

Adult Social Care Transformation Team Privacy Notice

City of York Council (CYC) current data protection notification is registered with the Information Commissioner’s Office (ICO) - reference Z5809563. We created this privacy notice for Adult Social Care Transformation Team in January 2026 and will regularly review it.

CYC is committed to ensuring that your 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 tells you what to expect when we process your information in the ASC Transformation Team.

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 by 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

We get your information from the following sources:

  • directly from you
  • from third parties acting on your behalf, for example, family member(s), advocates, councillors, MPs
  • from other organisations such as NHS and the Police
  • from our commissioned partners or contractors who undertake work on our behalf

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What personal data we process and why

We will only process the information that is necessary such as:

  • name
  • age
  • date of birth
  • address
  • contact details, such as telephone and email
  • health information such as, physical or mental health condition
  • disability
  • gender reassignment
  • race
  • religion or belief
  • sex
  • sexual orientation
  • racial or ethnic origin
  • religious or philosophical beliefs
  • next of kin and/or emergency contact details
  • unique identifiers such as NHS number, National Insurance number (NINO)
  • accommodation status
  • financial information
  • marriage and civil partnership
  • pregnancy and maternity
  • information relating to criminal convictions and offences, including details of any past criminal convictions or offences
  • your opinions, comments, or feedback
  • your photograph/image
  • video recording(s)
  • audio recording(s)

We will use your information to provide the service or information you are requesting such as:

  • managing, responding to, and recording enquiries from businesses, media, and the public in general
  • manage information to ensure the safe delivery of events
  • conducting surveys, consultations, engagement events, and so on

When you complete an online form on the council’s website and you have provided your email address, we will send you a copy of your completed online form.

When you make an online payment on the council’s website, you can find details at Online Payments Privacy Notice

Where we have asked for your consent, for example, when you take part in surveys, consultation, engagement events or we take photos, video, audio recordings etc, we will use your information in:

  • printed publications,
  • case studies,
  • council social media sites, which may include boosted posts to targeted interest groups on Facebook. You can find out more about the use of social media by City of York Council, including an official list of sites, at york.gov.uk/SocialMedia
  • press releases,
  • our website, york.gov.uk, Where relevant, our website content will be accessible internationally and may be used by national media
  • news media

If we want to share your information on our partners’ websites, social media, and other platforms; for example, Live Well York, we will ask for your consent to do this. 

It is your responsibility to let us know if you want to withdraw your consent. You can do this at any time, by emailing asctransformationteam@york.gov.uk or by writing to:

ASC Transformation Team, City of York Council, West Offices, Station Rise, York, YO1 6GA

Use of Artificial Intelligence (AI)

We may use Artificial Intelligence (AI) technologies to support or enhance council services. Where AI is involved in a process that directly affects your interaction with us, we will inform you before your user journey begins. This ensures transparency and helps maintain trust in how we use AI.

Our use of AI complies with the UK General Data Protection Regulation (UK GDPR), including the principles of lawfulness, fairness, transparency, accountability, and accuracy. We conduct Data Protection Impact Assessments (DPIAs) where AI systems are likely to result in high risks to individuals’ rights and freedoms, such as automated decision-making or profiling.

If generative AI tools are used, we do not use personal or end-user data to train AI models. This helps ensure compliance with the purpose limitation and data minimisation principles under UK GDPR.

AI for Staff Productivity and Accessibility

Where AI tools are used solely by staff to assist with drafting, research, or accessibility - for example, to improve writing efficiency or summarise information - these uses do not form part of a business process that affects service delivery or decision-making. As such, no specific notification will be provided for these internal productivity uses.

These uses are considered low-risk and do not involve automated decision-making that produces legal or similarly significant effects. They are also subject to internal governance and safeguards to ensure responsible use.

Examples include:

  • drafting internal reports or meeting notes
  • summarising lengthy documents for quicker review
  • assisting with spelling, grammar, or formatting tasks

We may use your information to create reports and statistics that are anonymous and cannot be linked back to you or individuals such as:  

  • for statistical analysis
  • for statutory returns
  • for audit frameworks
  • to see how the council and its partners are supporting individuals including how services are delivered and who is using these services
  • to plan and realign its delivery of services to meet the needs of adults with care and support needs within the City of York
  • to help design better services

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Automated decision-making

We do not carry out any automated decision-making in ASC transformation team services.

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Collecting information automatically

Please see our Cookies page 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, special category data and criminal offence data that we process about individuals is done so in accordance with one or more of the following Articles 6, 9 and 10 of the UK GDPR and Schedule 1 of the Data Protection Act 2018 (DPA 2018).

  • Article 6(1)
    • (a) Consent: the individual has given clear consent for the council to process their personal data for a specific purpose.
    • (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 if you are a public authority processing data to perform your official tasks.)
  • Article 9(2)
    • (a) Explicit consent
    • (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 following legal framework:

Where we process information relating to criminal convictions and offences, this is 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 data requires an Appropriate Policy Document (APD) to be in place, that 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 as long as it is needed then it will be securely and confidentially deleted or disposed of.

You can find details on how long the council keeps records at Retention Schedule.

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Data sharing

We will only share your information where it is appropriate to, with:

  • other CYC services
  • other councils, government departments and agencies
  • other organisations such as police, GPs, NHS
  • third parties including our data processors, partners or contractors, who undertake work on our behalf
  • internal and external auditors

In some circumstances, such as under a court order or safeguarding, we are legally obliged to share information.

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. Some of these records may include the personal data of our current and former employees. 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 data processors or third parties providing parts or all of our services for us, we have contracts or agreements in place with them. These are listed below:

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Transfers of personal data

We do not routinely transfer personal data, special categories of personal data or criminal offence data outside of the UK but when this is necessary. We ensure that we have appropriate safeguards in place and that it is done in accordance with the UK data protection and privacy legislation.

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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

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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 555719, or write to:

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

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Also see

Data Protection Officer

West Offices, Station Rise, York, YO1 6GA

Telephone: 01904 555719

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