Planning and building

Historic Environment Record Privacy Notice

We keep the Historic Environment Record (HER) Privacy Notice under review. It was last reviewed and updated in January 2021.

If you have any questions about this Privacy Notice, contact the council’s Data Protection Officer.

View privacy and transparency information for the City of York Council (CYC).


Personal data

The archaeology service collects your information and personal data when you contact us, for example to apply for a search of the HER and your data will only be used by us to provide you with the information you have requested.

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


Collecting personal data

To respond to your enquiry or application for a search we'll need to collect:

  • your name
  • your email address
  • if it is a commercial search, details of the company you are representing

If you don't provide the personal data we need, we may not be able to provide you with the information or service you need.

We'll only use the information and personal data you give us, with your consent and only for the purposes set out in our Privacy Notice.


Using personal data

We'll only use the personal data you give us with your consent, and only for the purposes set out in our Privacy Notice.

You can withdraw your consent at any time by contacting us at archaeology@york.gov.uk.


Sharing data under Data Protection legislation

The information we collect will be included in reports and returns to Historic England where required.

Any information for publication or use outside of the council staff who need to use it, will always be anonymised and will not identify any individuals.

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

You can withdraw your consent at any time by contacting us at archaeology@york.gov.uk.


Retaining personal data

We'll keep your information and personal data in the council’s secure network and make sure nobody has access to it who shouldn’t.

We'll keep your information and personal data for up to 2 years, then we'll securely and confidentially 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.


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're 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