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 February 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.
This Privacy Notice tells you what to expect when we collect personal information about you when you register to receive council updates by email.
CYC is the controller for the personal data we process, unless otherwise stated. You can contact the council’s Data Protection Officer at:West Offices
Telephone: 01904 554145.
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 your information directly from you.
What personal data we process and why
We process the following personal data:
- your name
- your email address
- details of what council email update(s) you want to receive
We will use the information you give us to send you your chosen updates.
We do not carry out any automated decision making without any human intervention in providing this service.
Collecting information automatically
Please see our Cookies Policy for further information about the information we collect automatically when you use our website.
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 that we process about individuals is done so in accordance with Article 6 of the UK GDPR and Schedule 1 of the Data Protection Act 2018.
The legal basis for processing your personal data is in accordance with the following:
- Article 6(1) - your explicit consent
You can withdraw your consent or unsubscribe, at any time by submitting a request using our email updates system.
You can also withdraw your consent by emailing: firstname.lastname@example.org.
How long we keep your personal data
We will only keep your information for as long as we have your consent and then we will securely and confidentially destroy it.
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.
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 or agreements in place with them.
You may benefit from information provided by other local organisations in the subscriber network; you'll have an opportunity to view and agree to the privacy notice for all additional services of interest.
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.
The platform we use to send out our email updates is securely hosted within the United States and complies with UK data protection requirements. This includes the new UK-US data bridge which was certified on 21 September 2023.
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: email@example.com, or on telephone: 01904 554145, or write to:Data Protection Officer
City of York Council
York YO1 6GA