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 August 2023 and will keep it under review.
CYC is committed to ensuring that personal data 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 collect personal information about you. It applies to City of York Council and Community First Credit Union interest free loan pilot scheme.
CYC is the controller for this information unless we specifically state otherwise in this privacy notice.
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.
To make it clear how we collect and use your personal data, and to help you understand your rights, we've divided our Privacy Notice into the following areas:
- How 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 we collect your information
We may collect your information in the following ways:
- in person
- by phone
- by email
- by post
- other local organisations where appropriate
We ask that you give us accurate information, notify us of any mistakes, and tell us as soon as possible of any changes.
What personal data we process and why
We will collect your information, such as:
- contact details
- date of birth
- National Insurance number
- relevant financial information
- information about family, household and/or carers of the child or young person
The information you give us will be used to process your referral for this 0% interest free loan scheme which is being delivered by Community First Credit Union.
You can withdraw your consent to the referral at any time by contacting your advice and support worker who made the referral on your behalf or by email: firstname.lastname@example.org.
We may use 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
- inform funding decisions
We do not carry out any automated decision making without any human intervention in this 0% interest free loan pilot.
Collecting information automatically
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 including special category data that we process about individuals is done so in accordance with Article 6 and 9 of the UK GDPR and Schedule 1 of the Data Protection Act 2018 (DPA 2018).
The legal basis for processing your personal data is in accordance with the following:
- Article 6(1) (a)- with your explicit consent
- Article 6(1)(c) so we can comply with our legal and statutory duties
- Article 6(1)(e) for the performance of our public task
The legal basis for processing your special category data is in accordance with the following:
- Article 9(2) (a) – with your explicit consent
- Article 9(2)(b) which relates to carrying out our legal obligations
- Article 9(2)(g) – where processing is necessary for reasons of substantial public interest
Some of the Schedule 1 conditions for processing special category 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.
How long we keep your personal data
We will only keep your information for seven years and then we will delete or destroy it securely.
We will only share your personal information with other council services as appropriate e.g., Finance Services.
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 safeguarding, law enforcement, fraud or tax investigations, regulation and licensing, criminal prosecutions, and court proceedings.
CYC 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, and the Police.
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.
Data processors and or third parties
Where we have third parties providing parts or all of our services for us, we have contracts in place with them.
When we use MS Teams to provide secure online conversations, we may record and or transcribe these and you can find out more about this at Microsoft Office 365 (MS365) Teams Meeting recording and transcription privacy notice.
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 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
To find out about your rights under Data Protection law, you can go to the Information Commissioners Office (ICO).
Find information about your rights.
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.
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