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School Governance Support and Development Service Privacy Notice

We keep the School Governance Support and Development Service Privacy Notice under review. It was last reviewed and updated in February 2022.

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 School Governance Support and Development Service complies with the UK General Data Protection Regulations (UK GDPR) and Data Protection Act 2018 (DPA) in relation to the personal data we hold about volunteers and what we do with personal data.

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

Collecting personal data

The School Governance Support and Development Service provides support, advice and training to Governors, Trustees and Members.

Upon appointment as a volunteer within an organisation that contracts with our service we receive the following personal details:

  • name
  • email address
  • contact phone number
  • postal address (if provided)

Using personal data

We use your personal data to provide you with advice and guidance to support you in fulfilment of your role.

This may include sending paperwork relating to meetings to you through data protection and privacy legislation compliant communication systems.

We do not sell on or share your personal data with third parties.

Our legal basis for using personal data

We have a legal basis for processing personal data under Data Protection legislation, as is it necessary for the performance of a task carried out in the public interest.

Sharing personal data

As a rule, we do not transfer your personal data to third party processors outside the European Economic Area (EEA).

We may use Zoom Pro or Business version of Zoom (version 5) to host some public facing meetings, training sessions etc across different services in the council. Where these meetings are recorded, recordings will be kept locally on our server and will not be retained by Zoom.

Some personal data will be stored securely on Zoom’s system in the USA (that is, outside the EEA) in compliance with the EU, USA Privacy Shield Framework. This data may include a user's:

  • name
  • email address
  • telephone number 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

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.

View Zoom’s certification.

View Zoom’s privacy policy.

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.

Retaining personal data

We store your personal data on a secure server within City of York Council’s Data centre.

As soon as we are advised that you have stepped down from your volunteering role we will delete your personal details from our records.

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.

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