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 October 2023 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 will process
- 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 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 email: businesssupportschoolservices@york.gov.uk.
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 Policy 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 including special category data and criminal offence data that we process about individuals is done so in accordance with Article 6, 9 and 10 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:
- 6(1)(a) - consent
- 6(1)(c) - Processing is necessary for compliance with a legal obligation
- 6(1)(e) - Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
The legal basis for processing your special category data is in accordance with the following:
- 9(2)(a) - consent
- 9(2)(b) - Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement
- 9(2)(g) - Processing is necessary for reasons of substantial public interest on the basis of Union or Member State law which is proportionate to the aim pursued and which contains appropriate safeguards
The above legal bases are supported by Schedule 1, Part 2 (6) of the Data Protection Act 2018 and the following legal framework:
Where we process personal data relating to criminal convictions and offences, this is also 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 keep the information you give us for 6 years after the last contact with you as a chaperone, and then it will be securely and confidentially destroyed or deleted.
Data sharing
When external parties ask us, for example individuals or organisations for available registered licensed chaperones, and we have your consent, we will share your name and contact details with them.
We will share your information with Disclosure and Barring Services and with referees when you apply and as part of the checks we are required to do.
We may also use information in presentations, statistics, and reports. Any presentations, reports and statistics 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 general public and other organisations.
We will not use the information for any other purpose than set out in this privacy notice and will not disclose to a third party, such as other companies or individuals, unless we are required to do so by law for the prevention of crime and detection of fraud, or, in some circumstances, when we feel that you or others are at risk.
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.
The council does not pass or sell personal data to third parties for marketing, sales, or any other commercial purposes.
Data processors and/or third parties
Where we use data processors or third parties to provide elements of services for us, we have contracts or agreements in place with them.
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'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
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