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Cycle Track Gate Key Scheme Privacy Notice

We keep the Cycle Track Gate Scheme Privacy Notice under review. It was last reviewed and updated in September 2023.

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

The Cycle Track Gate Key Scheme at City of York Council will collect personal data about you when you apply for a key for the locked gates on various cycle routes in the city. This Privacy Notice explains how we use your personal data.

We will

  • only ask you for the information that is necessary to consider your request for a key through the Cycle Track Gate Key Scheme
  • 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

If you do not provide the personal data requested by us, we may not be able to provide you with the information you need and/or process your key application for you.

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

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Using personal data

The personal data you give us will be used by the council to process and resolve an application for a key as you have requested.

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The Cycle Track Gate Key Scheme uses and collects your personal data as you have applied for a key for the locked gates on various city cycle routes and we need this information to process your application and administer the Scheme.

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Sharing personal data

We will share personal data about you with other Council Services as appropriate e.g. Finance Services if and when you return the key to enable us to refund your deposit.

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

We must protect public funds and may use personal data and data-matching techniques to detect and prevent fraud, collect taxes and ensure public money is targeted and spent in the most appropriate and cost-effective way. To do this, your personal data may be shared with other bodies responsible for auditing or administering public funds, including the Department for Work and Pensions, HM Revenue and Customs, the Police and other local authorities.

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Retaining personal data

We will keep your personal data for as long as your application is valid. When we no longer have a need to keep your information, such as when you return the key, we will delete or destroy it securely.

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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Third parties

Your personal data will not be shared with any external partners

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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.

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Also see

Data Protection Officer

West Offices, Station Rise, York, YO1 6GA

Telephone: 01904 554145