Community Tree Planting Privacy Notice

We keep the Community Tree Planting Privacy Notice under review. It was last reviewed and updated in March 2022.

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

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


Personal data

We will collect information about you including:

  • your name, any booked attendees’ names, your address, and post code
  • your email address

See further details about how we define personal data and non-personal data.


Collecting personal data

The York Community Woodland project is inviting York residents to register their details to attend a tree planting session as part of the York Community Woodland project run by City of York Council.

The information will be used to inform us of who is attending a community planting session and which session you have booked onto.


Using personal data

When we use your personal data, CYC complies with data protection legislation and is the registered ‘Controller’. Our data protection notification is registered with the Information Commissioner’s Office (ICO) – reference Z5809563.

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 i.e. 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.


Sharing personal data

The information we collect may be included in presentations and reports. Any presentations 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.

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 will keep the information you give us in CYC’s secure network drive and make sure it can only be accessed by authorised staff.

We will keep the information you give us for up to three years and then will securely and confidentially destroy it.

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.


Unsolicited mail

You will not receive unsolicited paper or electronic mail as a result of sending us any personal data while using our service, unless you have given us permission to do this.


Third parties

We are using Eventbrite as a registration platform and will use information given by you to Eventbrite to process responses, you can find out how they use your information on their website.


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