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 in March 2025 and will review it regularly.
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 and it applies to work experience placements, T- Levels and internships done within the council.
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 Officer
City 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 do we collect your information
- What personal data we process and why
- Automated decision-making
- Collecting information automatically
- Childrens 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 collect your information
We get information about you from the following sources:
- directly from you such as
- application forms; forms provided by your school or university
- identification documents for example: passport, drivers licence etc.
- via interviews process, meeting, or other assessments
- third parties such as
- references supplied by educational establishments
- background check providers
- criminal records checks permitted by law
- North Yorkshire Business and Education Partnership (NYBEP Ltd)
What personal data we process and why
We will only process the information that is necessary such as:
- your name, address and contact details, including personal email address and personal telephone number, date of birth, gender, and
- information about your next of kin and emergency contacts
- details of your qualifications, professional memberships, skills, experience and feedback from the placement.
- details of your days of work, working hours and attendance at work
- equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief
- information about whether you are a care leaver, or a carer of dependents
- information about medical or health conditions, including whether you have a disability for which the organisation needs to make reasonable adjustments
- ensure that it is complying with its legal obligations. For example, to comply with health and safety laws.
- maintain accurate and up-to-date records and contact details (including details of who to contact in the event of an emergency), and records of employee contractual and statutory rights
- obtain occupational health advice, to ensure that it complies with duties in relation to individuals with disabilities, meet its obligations under health and safety law.
- respond to and defend against legal claims; and
- maintain and promote equality in the workplace
- maintain building security
- contact you in the event of an emergency affecting the council or with other work-related emergency information
- Transparency Code, which can be found at the Organisation Chart on York Open Data
We may use your information to create reports and statistics that are anonymous and cannot be linked back to you, your family, or individuals such as:
- statistical analysis
- statutory returns
- audit framework
- see how the council and its partners are supporting individuals
- help design better services
Automated decision-making
There is no automated decision-making in the processing of your information as set out in this privacy notice.
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, 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 and 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.
- (c) Legal obligation: the processing is necessary for the council to comply with the law (not including contractual obligations).
- (d) Vital interests: the processing is necessary to protect someone’s life.
- (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
- (b) Employment, social security and social protection (if authorised by law)
- (c) Vital interests
- (d) Not-for-profit bodies
- (e) Made public by the data subject
- (f) Legal claims or judicial acts
- (g) Reasons of substantial public interest (with a basis in law)
- (h) Health or social care (with a basis in law)
- (i) Public health (with a basis in law)
- (j) Archiving, research and statistics (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 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
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 more details about how long the council keeps records in the Council retention schedule – City of York Council
Data sharing
Your information will be shared internally with members of the Human Resources and Business Support department, your line manager, managers in the business area in which you work, finance and IT staff.
In some circumstances, such as under a court order or safeguarding, we are legally obliged to share your 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
When we have third parties providing parts or all of our services for us, we have contracts or agreements in place with them. These include
- Gough and Kelly Ltd, for example photos, security pass information
- Learning Pool, for example training records
- Matrix Booking, for example desk booking records
- MidlandHR (iTrent), for example and contract information, personal contact details
- North Yorkshire Council Health and Safety / BSafe, for example DSE assessments, accidents or near miss information
- North Yorkshire Human Resources (Schools)
- Granicus gov.delivery: Full Marketing Platform for Government l govDelivery by Granicus
- Zoom Pro or Business version of Zoom (version 5) to host some public facing meetings, training sessions etc across different services in the council. Where these meetings are recorded, recordings will be kept locally on our server and will not be retained by Zoom. You can find Zoom’s privacy statement at Privacy | Zoom and their certifications at Legal Compliance | Zoom
- 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 at Privacy Notice | SurveyMonkey
- Granicus/Gov Delivery to send you updates, newsletters etc. You can find out how they use information at Privacy Policy | Granicus
- WhatsApp to contact you. You can find out how they use information at Privacy Policy - UK (whatsapp.com)
Transfers of personal data
We don’t 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 store your information in a range of different places including in
- your personnel file
- the council’s HR management systems
- other IT systems, for example on the council's secure network, email system
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
We store your information in a range of different places including in For the public | ICO
You can also find information about your rights at Our Privacy Notice – City of York Council
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 Officer
City of York Council
West Offices
Station Rise
York
YO1 6GA