We keep the Governance Support and Development Service Privacy Notice under review. It was last reviewed and updated in June 2020.
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).
The Governance Support and Development Service complies with the General Data Protection Regulations (GDPR) that apply from 25 May 2018 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
Upon appointment as a volunteer within an organisation that contracts with our service we receive the following personal details:
- 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 GDPR 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). 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.
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.