Health and social care

Be Independent 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 April 2026.

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 555719.

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
  • from our commissioned partners or contractors who undertake work on our behalf such as home care agencies or residential homes; this is because they are delivering support on our behalf
  • from professionals such as GPs, occupational therapists, physios
  • from the Department of Health and Social Care (DHSC)

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What personal data we process and why

We process the following personal and special data:

  • name
  • date of birth
  • address
  • telephone number
  • email address
  • residential information and access information
  • any medical information
  • details of your emergency, next of kin and family contacts
  • bank account details

We will only ask you for the information that is necessary to provide you with the service you are contacting us about, such as:

  • deliver the product or service you have requested
  • fulfil contractual obligations
  • issue a unique identifier (account number/log in)
  • manage internal record keeping

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

  • informing market development
  • statistical analysis
  • statutory returns
  • knowing we're delivering care to the right people
  • ensuring service quality

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 in the Online Payments Privacy Notice

We will ask for your consent:

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

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Use of Artificial Intelligence

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
  • to help design better services
  • to inform funding decisions

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Automated decision-making

We do not carry out any automated decision making in Be Independent.

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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 and special category data that we process about individuals is done so in accordance with one or more of the following Articles 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.
  • (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).
  • (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)
  • (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:

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 in the council 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 NHS and the Police
  • 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. 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) for us, we have contracts or agreements in place with them. These include:

  • Bottomline for BACS payments and collections. You can find out how they use information in the Bottomline Group Privacy Notice
  • the council's use of Canon (UK) Ltd as its main multi-functional print devices. You can find out how they use information in the Canon UK (Ltd) Privacy Notice
  • Civica, for online payments. You can find out how they use your information in the Civica Privacy Notice
  • Delib's CitizenSpace (digital citizen engagement platform). You can find out how they use your information in the Delib Privacy Notice
  • Enovation Group BV to provide our customer contact handling systems. You can find out how they use your information in the Enovation Group BV Privacy Statement
  • Eventbrite, for arranging and organising events. You can find out how they use your information in the Eventbrite Privacy Policy
  • Forvis Mazars, who provide external audit services to the council. See more information about Local Government Audits in England - Forvis Mazars
  • Global Payments for processing card payments. You can find out how they use your information in the Global Payments Privacy Notice
  • Granicus/Gov Delivery, to send you updates and newsletters. You can find out how they use your information in the Granicus Privacy Policy
  • Mentimeter, at events for interactive presentation software. You can find out how they use your information in the Mentimeter Privacy Policy
  • Microsoft Forms, as part of MS365. You can find out how they use your information in the Microsoft Privacy Statement
  • the council’s use of Microsoft 365 as its main operating system; read the Microsoft Privacy Statement, alongside our contract with Phoenix Software Limited; read the Phoenix Data protection information
  • 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 our surveys or consultations. You can find out how they use your information in the SurveyMonkey Privacy Notice
  • Veritau Public Sector Limited (VPS), who provides services to the council such as internal audits. You can find out how they use your information in the Veritau Privacy Policy
  • WhatsApp, to contact you. You can find out how they use your information in the WhatsApp Privacy Policy
  • YouTube, where we provide information in British Sign Language via the City of York Council YouTube channel, please read YouTube Privacy Settings and Google Privacy Policies
  • Zimma Ltd, trading as Ticket Tailor, for arranging and organising events. You can find out how they use your information in the Ticket Tailor Privacy Policy
  • Zoom Pro or Business version of Zoom (version 5), to host some public facing meetings, training sessions 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 out how they use your information in the Zoom Compliance Information
  • organisations to support the council’s corporate transformation programme such as Impower. Read the Impower Privacy Notice
  • other specialist or assistive systems, software, platforms, applications (apps), to help provide our services and support to you and our staff
  • If you have the use of a mechanised piece of equipment on loan from us, we are required to have this equipment Lifting Operations and Lifting Equipment Regulations (LOLER) inspected and serviced. In these instances, we will pass your contact details only to our approved external service and maintenance providers

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Transfers of personal data

We don’t 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 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

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