COVID-19 Grants and Payments to Businesses Privacy Notice

We keep the COVID-19 Grants and Payments to Businesses Privacy Notice under review. It was last reviewed and updated in November 2020.

If you have any questions about this Privacy Notice contact the council’s Data Protection Officer.

View the privacy information for all of the City of York Council (CYC).


Collecting personal data

We'll collect your personal information when you apply for any of the grants or payments for businesses due to COVID-19 and this privacy notice explains how we will use it.

We'll:

  • only ask you for the information that is necessary to consider your application for the grant or payment
  • protect it and make sure nobody has access to it who shouldn’t
  • ensure you know if you have a choice about giving us information
  • make sure we don’t keep it for longer than is necessary

We ask that you:

  • give us accurate information
  • tell us as soon as possible of any changes
  • tell us as soon as possible if you notice mistakes in the information we hold about you

If you don't provide the personal information requested by us, we may not be able to provide you with the information you need or process your application.


Using personal data

The personal information you give us will be used by the council to process your application as you have requested.

The information we collect will be included in reports and returns to central government where required. Any information for publication or use outside of the council staff who need to use it to process your application, will be anonymised and will not identify any individuals.


Our legal basis for using personal data

The council collects and uses your personal data as you have applied for a grant or payment and we need this information to process your application.


Sharing personal data

We will only share your personal information with other council services as appropriate, for example, Finance Services.

We must protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, collect taxes and ensure public money is targeted and spent in the most appropriate and cost-effective way. To do this, your information may be shared with other bodies responsible for auditing or administering public funds including

  • the Audit Commission
  • the Department for Work and Pensions
  • other local authorities
  • HM Revenue and Customs
  • the Police

Sharing data under Data Protection legislation

We may be required or permitted, under data protection legislation, to disclose your personal data without your explicit consent, for example if we have a legal obligation to do so, such as for:

  • law enforcement
  • fraud investigations
  • regulation and licensing
  • criminal prosecutions
  • court proceedings

Retaining personal data

We'll keep your personal data for seven years and then we will delete or destroy it securely.

At the end of the retention period, we may pass any relevant information to the City Archives where it is required or appropriate to do so.


Further processing of personal data

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we'll provide you with a new notice.

The new notice will:

  • explain this new use before we start the processing
  • set out the relevant purposes and processing conditions

Where and whenever necessary, we'll seek your consent to the new processing, if we start to use your personal data for a purpose not mentioned in this Privacy Notice.


Your rights relating to personal data

When we collect your personal data we'll tell you how we are going to use it. Where we process your personal data, you have a number of rights under data protection law.

See further details of your rights relating to personal data.


Also see

Data Protection Officer

West Offices, Station Rise, York, YO1 6GA

Telephone: 01904 554145