We keep the Historic Environment Record (HER) Privacy Notice under review. It was last reviewed and updated in March 2019.

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 Team collects your personal data when you apply for an Historic Environment Record (HER) search, which 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 application for a search, we will need to collect:

  • your name
  • your email address
  • which company you're representing (if you request a commercial search)

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

See further details about the steps we take when we collect your personal data.


Using personal data

We will 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.

See further details about how we use your personal data.


Sharing personal data

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

We will keep the information you give us and your personal data for up to 2 years, then we will securely and confidentially destroy it.

Jadu (who operate our web forms) will keep your data for 3 months under their own security protocol.

Where required or appropriate to, at the end of the retention period, we will pass any relevant information onto the City Archives.


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.

See further details about the further processing of personal data.


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.


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