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 regularly review this privacy notice, and it was last updated in January 2024.
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 get information directly from you if you:
- contact us in writing, speak to us on the phone, by email or any other type of electronic communication, or talk to us face to face
- contact us and take part in any learning or development opportunities available through the Economic Growth team at the council.
We may receive information which includes personal details from a range of partners on your behalf such as:
- Make It York,
- the Chamber of Commerce,
- Indie York
- The York BID,
- as well as survey and consultation information.
These will only take place if you have given permission to them to share that information with third parties in the first place.
You can withdraw your consent at any time by contacting us at economicgrowth@york.gov.uk
What personal data we process and why
We process the following personal data and special category data:
- name
- contact details, including email, address etc.
- ethnicity, sexual orientation and health status
We may also gather information to know how well businesses are working together to boost the economy, increase footfall, support the workforce, create employment and promote the City. We may also undertake consultation work in order to develop key strategy documents. This helps us understand the experiences of businesses in York.
The Economic Growth Team uses your information to provide a range of services:
- providing advice and guidance on a wide variety of economic topics
- looking to create employment opportunities
- attracting and supporting businesses
- helping to shape the workforce of the future
Find out more about the Economic Growth Team
When you request information or take part in learning and training through external partners, this will only happen if we are satisfied that they will take appropriate measures to protect your personal information and, where required, put in place contractual obligations to ensure they can only use your personal information to provide services to us and to you.
We may carry out surveys or consultation as part of our service. If at any time you would like to withdraw your consent to take part, you can do this by emailing economicgrowth@york.gov.uk
Automated decision-making
We do not carry out any automated decision-making in Economic Growth Team.
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 that we process about individuals is done so in accordance with Article 6, 9 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:
Article 6 of the UK GDPR.
- (a) Consent: the individual has given clear consent for you to process their personal data for a specific purpose.
- (b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.
- (c) Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations).
- (e) Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.
The legal basis for processing your special category data is in accordance with the following:
Article 9 of the UK GDPR.
- (a) Explicit consent
- (c) Vital interests
- (g) Reasons of substantial public interest (with a basis in law)
How long we keep your personal data
We will only keep your information for as long as it is needed. It will then we will securely and confidentially destroy it.
Data sharing
We will only share your personal information with other Council services as appropriate.
Any presentations, reports and statistics for publication or use outside of the authorised 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.
Where we work with external partners or third parties to provide our services, we will have arrangements or agreements in place to ensure that there are appropriate data protection safeguards.
In some circumstances, such as under a court order or safeguarding, we are legally obliged to share information. We may also share information about you with third parties including our data processors, government agencies and external auditors. For example, we may share information about you with HMRC for the purpose of collecting tax and national insurance contributions.
We will always satisfy ourselves that we have a lawful basis on which to share the information and document our decision-making.
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
Data processors and/or third parties
Where we have third parties providing parts or all of our services for us, we have contracts in place with them.
View the Eventbrite Privacy Policy on their website.
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