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Community and equalities Privacy Notice

Communities and Equalities Privacy Notice

We keep the Communities and Equalities Privacy Notice under review. It was last reviewed and updated in February 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

The Communities and Equalities Team collect your personal information when you work with us at ward team meetings, public committee meetings, or contact us on the telephone, email, post, or in-person.

The information is collected by the Communities and Equalities Team, who can be contacted at

We will ask for your name, telephone number and email.

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Using personal data

We collect your personal information so that we can correspond with you about opportunities or events in York that may interest you or your network. We also hold your personal information in order to pursue and respond to any query or issue that you have raised with us.

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Sharing personal data

We will routinely share information within the Communities and Equalities Team. We will not share any information about you outside of the City of York Council Communities and Equalities Team without your consent, unless required to do so by law.

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

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Retaining personal data

The personal information provided by you will be stored in the relevant folder on the CYC electronic filing system. Any information provided on paper documents will be entered into the above folder with the paper copy disposed of, in line with the CYC confidential waste disposal protocol

We will keep your data for 12 months and will contact you after 12 months to find out whether you still wish to receive any correspondence from the Communities and Equalities Team.

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.

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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.

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Your rights relating to personal data

Under GDPR, you have the following rights:

  • to be informed about how we process your personal data. This Privacy Notice fulfils this obligation;
  • to request access to your personal data that we hold and be provided with a copy of it;
  • to request that your personal data is amended if inaccurate or incomplete;
  • to request that your personal data is erased where there is no compelling reason for its continued processing
  • to request that the processing of your personal data is restricted;
  • to object to your personal data being processed.

Where we are processing your personal data with your consent, you have the right to withdraw that consent. If you change your mind, or you are unhappy with our use of your personal data, please let us know by contacting our Information Governance Officer.

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.

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Also see