Travel and transport

Bikeability training services 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 January 2026.

The council is working with the below organisations to deliver and monitor children’s Bikeability cycle training and to ensure it is delivered in an inclusive manner with effective feedback to both trainees and parents along with feedback of impact evidence.

Specific privacy information for each of the partner organisations including details of their ICO registration, Data Protection Officer, etc can be found through the links below:

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 tells you what to expect when we process your information, and it applies to Bikeability and road safety training.

CYC is the controller for the personal data we process, unless otherwise stated in this privacy notice.

You can contact the council’s Data Protection Officer by email: information.governance@york.gov.uk, by telephone: 01904 555 719, or write to:

West Offices
Station Rise
York
YO1 6GA

This privacy notice should be read in conjunction with other relevant specific privacy notices that are available in our Privacy Notice.

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

  • when you chose to take part in the Bikeability training
  • when you contact us in writing, speak to us on the phone, by email or any other type of electronic communication, or talk to us face to face
  • when you take part in any of our surveys or consultation
  • when you subscribe to receive the newsletter from the Bikeability Trust
  • if you choose to donate to help ensure the future of Bikeability in the City of York primary schools

From third parties

We receive information from partners including:

  • The Bikeability Trust
  • schools and other educational settings
  • instructors

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What personal data we process and why

We process your personal data and special categories of personal data such as:

  • your name, gender, date of birth, year group
  • your parent(s) name, email address, home postcode and telephone number
  • details of any educational, health or medical issues that are relevant for this training delivery
  • any other information that may be relevant to this training delivery

We use your information:

  • to support and enable participation in Bikeability cycle training
  • to ensure that training is delivered in an inclusive manner with effective feedback to both trainees and parents along with feedback of impact evidence.
  • to process your donation to help ensure the future of Bikeability in the City of York primary schools and provide you with confirmation of your donation if you have asked for this

The information you give to us when using our online payment system will only be used for the recording of your payment and providing you with confirmation of your donation if you request this.

The information we collect may be included in reports, presentations, statistics or returns to government departments, where required. Any information for publication or use outside of the authorised council staff, will be anonymised, and cannot be linked back to you or individuals. Reports containing anonymous information may also be shared with the public and other organisations.

CYC may ask you to take part in surveys, consultation, or other events to get your feedback and opinions on our services. We will only do this where we have your explicit consent to contact you for this purpose. You can withdraw your consent at any time by contacting cycle.training@york.gov.uk.

The Bikeability Trust will ask for your opt-in consent to receive additional information from them such as cycling news and partner promotions. You can unsubscribe from their updates at any time by clicking the unsubscribe link at the bottom of any of their emails, by emailing DPO@bikeabilitytrust.org or by logging into your account via the portal and updating your subscriptions.

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

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Automated decision-making

We do not carry out any automated decision when providing Bikeability cycle training.

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Collecting information automatically

Please see our cookies page for further information about the information we collect automatically when you use the council’s website. You can find the other organisations cookies information on their websites.

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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 including special category data that we process about individuals is done so in accordance with Article 6 and Article 9 pf 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)
  • (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)

This is supported by Schedule1, Part 2 (6) of the Data Protection Act 2018 and the legal frameworks such as:

  • Children Act 2004
  • Education Act 2002
  • Education and Skills Act 2000

Some of the Schedule 1 conditions for processing special data require 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

Information will only be kept for as long as is necessary by the relevant organisation delivering their services as part of Bikeability cycle training.

You can find more details about how long the council keeps records in the Retention Schedules on York Open Data.

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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 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 may also share information about you with third parties including our data processors, government agencies and external auditors.

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

Where we have third parties providing parts or all of our services for us, or we are working with partners, we will have contracts or agreements in place with them.

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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.

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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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