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 2025.
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 process your information and it applies to the Green Business Forum.
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 CYC privacy notices that are available in our Privacy Notice and/or CYC 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 register to attend an event and if you choose to join the networking group.
- from third parties acting on your behalf such as family member(s), advocates, etc
What personal data we process and why
We process the following personal data:
- name
- organisation
- role
- contact details
- comments and feedback during an event
We may also process certain ‘special category’ data including:
Health information to help meet accessibility requirements when you attend one of our events.
We use your information when arranging, organising and holding events.
We may ask for your permission to take photos, video and/or audio record at our events. We will always ask for your consent for this. You can find out more about how the council uses photos, video and audio recording at Communications Team including photos, filming and recording Privacy Notice.
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 contacting us on email: carbon.reduction@york.gov.uk.
We may use your information to create reports and statistics that are anonymous and cannot be linked back to you or individuals such as:
- statistical analysis
- statutory returns
- audit framework
- see how the council and its partners are supporting individuals
- help design better services
- inform funding decisions
Automated decision-making
We do not carry out any automated decision-making as part of this 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 one or more of the following Article 6 and 9 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.
- Article 9(2)
- (a) Explicit consent
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 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 in our Retention Schedule.
Data sharing
If you chose to opt into the networking opportunity, we will share your name, organisation, role and contact details with others who chose to opt in. We will ask annually if you want to stay in the network which will also allow us to keep the ‘network’ updated.
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 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.
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 include:
- 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
- SurveyMonkey for surveys or consultation etc. You can find out how they use information in the SurveyMonkey Privacy Notice
- Microsoft forms as part of MS365, for surveys or consultation. You can find out how they use information in the Microsoft Privacy Statement
- Mentimeter interactive survey system at our events, you can find details about how they use information in the Mentimeter Privacy Policy
- Zimma Ltd trading as Ticket Tailor for arranging and organising events etc. You can find out how they use information in the Ticket Tailor Privacy Policy
- Eventbrite for arranging and organising events etc. You can find out how they use information in the Eventbrite Privacy Policy
- Granicus/Gov Delivery to send you updates, newsletters etc you can find out how they use your information in the Granicus Privacy Policy
Transfers of personal data
We do not routinely transfer personal data and special categories of 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