Corporate Governance Team Privacy Notice

We keep the Corporate Governance Team Privacy Notice under review. It was last reviewed and updated in June 2022.

When we use your personal data, City of York Council (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.

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

View the privacy notice for all of the City of York Council (CYC).


Collecting personal data

When we collect your personal data

We will:

  • ensure you know why we need it
  • only ask for what is necessary for the service we are providing to you
  • protect it and make sure nobody has access to it who shouldn’t
  • ensure you know if you have a choice about giving us information
  • make sure we don’t keep it for longer than is necessary

We ask that you:

  • give us accurate information
  • tell us as soon as possible of any changes
  • tell us as soon as possible if you notice mistakes in the information we hold about you

Using personal data

The amount and type of personal data we collect from you will depend on why and how you are contacting or interacting with us, and the service you are requesting.

This may simply mean providing your name and address e.g when making a Freedom of Information Act request, but for some of our services, we will need more details and sometimes sensitive personal data or special categories of personal data e.g. if you are complaining about an assisted medical waste collection.

Where we use 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.

For information governance, data protection, EIR, FOIA, rights of individuals

When you contact us about one or more of these requests, we will collect and use your personal data to comply with our obligations under the relevant legislation and laws, and to be able to respond to you and the Regulator e.g. the Information Commissioner’s Office, where required.

We will keep your personal data for 6 years after your last contact with us. This means if we don’t hear from you in that time period, we will delete your personal data from our records.

For MP enquiries, complaints, concerns, comments, compliments, adults social care complaints and children’s social care complaints

When you contact us about one or more of these requests, we will collect and use your personal data either to comply with our obligations under the adult and children’s social care legislation, to be able to respond to you and the relevant Regulator, for example the Local Government and Social Care Ombudsman, or to provide a service in the public interest.

Where you are raising a complaint, concern, comment, or compliment on behalf of someone else, or have contacted us raising issues under another procedure such as Safeguarding, or Staff Conduct, we will also process their information in the way described above.

We will only share your personal data with the relevant regulators and other parties such as independent people or investigators who need it as part of their investigation or to respond to a request.

We will keep your personal data for 6 years after your last contact with us. This means if we don’t hear from you in that time period, we will delete your personal data from our records.

Where required or appropriate, at the end of the retention period we will pass onto the City Archives any relevant information.


Sharing personal data

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 law enforcement, regulation and licensing, criminal prosecutions and court proceedings, or to protect your vital interests, or the vital interest of another person where we assess there to be a serious and imminent threat and you are not in a position to have capacity to give consent at that time.

The information we collect may be included 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, your family or individuals. Reports containing anonymous information may also be shared with the general public and other organisations.


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.


Your rights relating to personal data

To find out about your rights under data protection law, you can go to the Information Commissioners Office (ICO) website.

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 the Data Protection Officer.

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