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Form to Request Road or Footpath Closures and Parking Suspensions Privacy Notice

City of York Council's (CYC) current data protection notification is registered with the Information Commissioner’s Office (ICO) - reference Z5809563.

We regularly review this privacy notice, and it was last updated in March 2024

CYC is committed to ensuring that personal data 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 tells you what to expect when we collect personal information about you. It applies to requests for road or footpath closures and parking suspensions.

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
Station Rise

Telephone: 01904 554145.


This privacy notice should be read in conjunction with other relevant CYC privacy notices and/or policies and procedures.

When appropriate we will provide a ‘just in time’ notice to cover any additional processing activities not mentioned in this document.

How we collect your information

We get information about you from the following sources:

  • directly from you when you complete the online application form

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What personal data we process and why

The council only requires minimal personal data as part of the online application such as:

  • name, address, phone number and email address of the applicant
  • location of the closure including road name, town/village, USRN, NGR, Property Numbers
  • name, address and telephone numbers of any Contractor(s)

This information is requested for the purpose of assessing and decision-making process for the application. Also, for invoicing and audit trail purposes due to the legal orders and notices being generated for road closures and parking suspensions.

To find out what the council does with your information when making an online payment, please see our privacy notice - online payments.

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Automated decision-making

We do not carry out any automated decision making without any human intervention in providing this service.

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Collecting information automatically

Please see our Cookies Policy for further information about the information we collect automatically when you use our website.

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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.

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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 (DPA 2018).

The legal basis for processing your personal data is in accordance with the following:

  • Article 6 (1) (c) Legal obligation: the processing is necessary for the council to comply with the law (not including contractual obligations)

This is supported by the following legal framework:

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How long we keep your personal data

There is a legal requirement to keep this information for 1 year for the purpose of temporary road closures and parking suspensions and 7 years financial purposes, invoice and payments. Then we'll delete or destroy it securely.

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Data sharing

The information provided will be shared with our finance teams and other council services as required such as Highway Regulation, Streetworks and Transport Teams.

The information we collect may be included in reports, presentations, statistics or returns to central government where required. Any information for publication or use outside of the authorised council 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.

We may also make available the final submitted and approved Traffic Management Plans however these will not identify you or any individuals.

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.

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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.

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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.

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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

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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:, or on telephone: 01904 554145, or write to:

Data Protection Officer
City of York Council
West Offices
Station Rise
York YO1 6GA

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Also see

Data Protection Officer

West Offices, Station Rise, York, YO1 6GA

Telephone: 01904 554145