People and communities

Emergency Planning Unit Privacy Notice

We keep the Emergency Planning Unit Privacy Notice under review. It was last reviewed and updated in April 2021.

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).


Collecting personal data

The personal information we will collect about you may include:

  • name
  • date of birth
  • address
  • telephone number
  • email address
  • any specialist skills such as first aid etc
  • photo for identification - we take the photo of community emergency plan teams and only use it to produce and provide emergency identification badges

We will

  • only ask you for the information that is necessary
  • 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 Emergency Planning Unit (EPU) service collects your personal information for:

  • Emergency Rest Centres - we collect information about the emergency rest centres in York which may be used during an incident as a place of information, refuge and potentially for people to sleep during an emergency in a specific location in the city
  • Community Emergency Plans - across the city we work with communities to develop emergency preparedness, one of the ways of developing community preparedness is by developing community emergency plans on a Word document - these are emergency plans written by communities

The information you provide supports us to fulfill our duties by:

  • supporting us in preparing residents for emergencies
  • providing a link into communities for the council to inform and have a two way dialogue during an emergency
  • listing potential rest centres which may be used during an emergency

We will also use your personal information with your consent to:

  • contact you during an emergency
  • routinely check to ensure we have the correct details

We may use the information to create reports and statistics that are anonymous and cannot be linked back to you or individuals such as:  

  • statistical analysis
  • statutory returns
  • ensuring service quality

Our legal basis for using personal data

The Emergency Planning Unit support the City of York Council in undertaking statutory duties as a category 1 responder organisation under the Civil Contingencies Act 2004 by preparing for, responding to, and recovering from emergencies. This is done by working with council employees, partner emergency responding organisations classified by Civil Contingencies Act 2004, and the residents of York. This means that we collect and use your personal information to comply with our legal obligations and / or to carry out tasks in the public interest

Where required, we will get the explicit consent of volunteers to collect and use their personal information.


Sharing personal data

We will share your personal information with other council services as appropriate and with other organisations, agencies, partners including Civil Contingencies Act 2004 category 1 and 2 responders such as North Yorkshire Police, North Yorkshire Fire and Rescue, Yorkshire Ambulance Service, and neighboring local authorities.

Upload information onto Resilience Direct - a Government Communications Headquarters (GCHQ) secured website developed by the Cabinet Office for emergency responding organisations classified under the Civil Contingencies Act 2004 for the purposes of preparedness, response and recovery of an emergency.

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 your information for up to 7 years after you stop being a volunteer. We will then securely and confidentially delete and 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.


Transferring personal data abroad

As a rule, we do not transfer your personal data to third party processors outside the European Economic Area (EEA). However, for as long as the provisions of the Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020/392 remain in effect we will be hosting training sessions and we are currently using Zoom Video Communications Inc Pro or Business version (“Zoom”) to host meetings (version 5) for that purpose

Where meetings are recorded, recordings will be kept locally on our server and will not be retained by Zoom. Some personal data, such as user’s names, email addresses; telephone numbers where applicable, IP address, MAC address, other device ID (UDID), device type, operating system type and version, client version, type of camera, microphone or speakers, connection type, etc. will be stored securely on Zoom’s system in the US (that is, outside the EEA) in compliance with the EU – US Privacy Shield Framework. Zoom’s certification may be viewed online.

Zoom does not sell personal data to third parties; collects only the personal data required to provide Zoom services; and retains that data only for so long as is necessary for the provision of those services. Zoom’s privacy policy can be viewed online.


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

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