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Health and social care

Adult Social Care Privacy Notice

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 July 2025.

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 adult social care and integration services.

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 Offices
Station 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 privacy notice.

How we collect your information

We get information about you from the following sources:

  • directly from you
  • from third parties acting on your behalf such as family member(s), advocates, etc
  • from third parties referring you to our services such as police, GPs, NHS etc
  • 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

We'll use your information to deliver adult social care services such as:

  • assessment of need
  • provision of services
  • Adults Safeguarding and Deprivation of Liberty Safeguarding processes
  • assessing financial eligibility for services including for adult social care charging
  • delivery of a range of preventative services (including Occupational Therapy), information and signposting
  • delivery of a range of Personal Support Services which are the provider services commissioned by our adult social care
  • providing you with the Upstream Health Bridgit Watch and/or Home Hub
  • supporting effective patient journey to discharge

Find more details about adult social care.

Find more details about how we use your NHS number in adult social care.

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
  • to plan and realign its delivery of services to meet the needs of adults with care and support needs within the City of York
  • see how the council and its partners are supporting individuals including how services are delivered and who is using these services
  • inform funding decisions

We will inform you if your call is being recorded and you can find more details about our call recording in the Call Recording Privacy Notice.

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.

We will ask for your consent:

The Yorkshire & Humber Care Record is a shared system that allows health and care staff within the Yorkshire & Humber Health and Social Care community to appropriately access the most up-to-date and correct information about patients, to deliver the best possible care.

The Yorkshire & Humber Care Record guarantee is our commitment that we will use records about you in ways that respect your rights and promote your health and wellbeing.

If you would like any further information, or would like to discuss this further, contact us using the details provided.

Yorkshire & Humber Care Record - Information Governance Lead
Leeds Teaching Hospitals NHS Trust
St James University Hospital
Lincoln Wing/Chancellor Wing Link Corridor
Beckett Street
Leeds
LS9 7TF

Telephone: 0113 2064102.

The National Data Guardian opt-out programme is a service that allows people to opt out of their confidential patient information being used for research and planning, which has overtaken the Type two opt out.

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Automated decision-making

We do not carry out any automated decision-making in adult social care.

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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, 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.
    • (b) Contract: the processing is necessary for a contract the council has with the individual, or because they have asked the council to take specific steps before entering into a contract.
    • (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
    • (g) Reasons of substantial public interest (with a basis in law)
    • (h) Health or social care (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 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 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 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.

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Data processors and/or third parties

When we have third parties providing parts or all of our services, systems, software, platforms, applications (apps) etc for us, we have contracts or agreements in place with them. These include:

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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 554145, or write to:

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

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Caldicott Guardians

See details of our Caldicott Guardians, responsible for protecting the confidentiality of people’s health and care information and making sure such data is used properly.

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Also see

Data Protection Officer

West Offices, Station Rise, York, YO1 6GA

Telephone: 01904 554145

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