City of York Council (CYC) complies with the UK General Data Protection Regulations (UK GDPR) and the Data Protection Act 2018, and is registered with the Information Commissioner’s Office (ICO), reference: Z5809563.
We created this privacy notice in May 2025 and we will keep it under regular review.
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 OfficesStation Rise
York
YO1 6GA
Telephone: 01904 554145.
Email: information.governance@york.gov.uk.
You can find more information about the role of the Data Protection Officer in our Data Protection Policy Statement.
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
- What personal data we process and why
- Automated decision-making
- Collecting information automatically
- Children's 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 will collect information about you:
- when you complete forms either electronically or on paper
- from Disclosure and Barring Services
- from referees
- from employers
What personal data we process and why
We process the following personal data:
- names
- date of birth
- contact details
- place of birth
- employer details including length of time in this employment
- name of the organisation they are volunteering for
- previous relevant experience
- relevant safeguarding training
- any relevant certification or checks, for example, DBS
- information about you from your referees
We may also process certain ‘special category’ data including:
- ethnicity information
- medical
- health
- disability information
When we process information relating to criminal convictions and offences, this includes details of any past criminal convictions or offences.
- DBS checks are carried for chaperone applications
We will also process the following personal data of the individuals you submit as referees:
- name
- contact details
- nature of relationship
We use the information we collect to consider applications to be a chaperone and produce and maintain an up-to-date list of registered licensed chaperones.
If you are a registered licensed chaperone, we will ask for your consent to share your details when we are asked who the available registered licensed chaperones in York are. You can withdraw your consent to this at any time by contacting us on businesssupportschoolservices@york.gov.uk.
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
- see how the council and its partners are supporting individuals
- help design better services
- inform funding decisions
Automated decision-making
We do not carry out any automated decision-making without any human intervention in providing the Chaperone Service.
Collecting information automatically
Please see our cookies page for further information about the information we collect automatically when you use our website.
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.
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 and 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.
- (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.
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 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.
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.
Data sharing
We will only share your information where it is appropriate to, with:
- other CYC services
- other councils, government departments and agencies
- 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.
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:
- DBS Privacy Policies - GOV.UK
- 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 surveys or consultation and so on, You can find out how they use information in the Survey Monkey Privacy Notice
- Zimma Ltd trading as Ticket Tailor for arranging and organising events and so on. You can find out how they use information in the Ticket Tailor Privacy Policy
- Eventbrite for arranging and organising events etc. You can find out how they use information in the Eventbrite Privacy Policy
- Delib’s CitizenSpace (digital citizen engagement platform). You can find out how they use information in the Delib Privacy Notice
- Granicus/Gov Delivery to send you updates, newsletters etc. You can find out how they use information in the Granicus Privacy Policy
- WhatsApp to contact you. You can find out how they use information in the WhatsApp UK Privacy Policy
- Civica for online payments. You can find out how they use information in the Civica Data Privacy Notice
- Microsoft forms as part of MS365 You can find out how they use information in the Microsoft Privacy Statement
- Veritau Public Sector Limited (VPS). VPS Will deliver all work for the member councils. You can find out how they use information in the Veritau Privacy Policy
- specialist or assistive systems, software, platforms, applications (apps) to help provide our services and support to you, such as UK Immigration ID check
- 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
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.
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 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 OfficerCity of York Council
West Offices
Station Rise
York YO1 6GA