Health and social care

Healthy Child Service Privacy Notice

We keep the Healthy Child Service Privacy Notice under review. It was last reviewed and updated in July 2020.

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

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

Personal data

The amount and type of personal data we collect from you will depend on why and how you are contacting or interacting with us at the Healthy Child Service, and the type of service you are requesting. You can contact or interact us via phone, email, online or in person.

The types of personal data we collect may include:

  • personal identifiers and contacts, such as name, unique pupil number, contact details and address
  • information about the health, development and social history of family members
  • characteristics such as ethnicity, language, disability and special educational needs
  • courses, groups and events attended

We ask that you:

  • give us accurate information
  • tell us as soon as possible of any changes
  • tell us as soon as possible if you notice mistakes in the information we hold about you

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

Using personal data

We will only use your personal data in accordance with data protection and privacy legislation to provide you with our services at the Healthy Child Service and ensure access is only given to authorised staff on a need to know basis.

If you have consented to receiving SMS communications for appointment confirmations and reminders, you can view BT’s Privacy Notice. If you no longer want to receive these SMS messages, please contact us at

Our legal basis for using personal data

In many cases there is a law that says we must or can use your personal data and that we can do this without your consent or permission. The main one being the Childcare Act 2016, which places a general duty on the local authority to improve the well-being of young children in their area, and reduce inequalities between children in their area.

See government guidelines on our statutory duties in respect of your personal data:

Where we need your consent, we will get your explicit and informed consent first.

Sharing personal data

Your personal data will only be shared with individuals in other teams at City of York Council, or external partners, agencies and contractors involved in delivering or evaluating the Healthy Child Service, for example:

  • Early Years Providers, such as nurseries
  • York NHS Foundation Trust
  • Primary Care

Anonymised data may be used to provide statistical and demographic information, for example to report on and evaluate the service. This may involve your anonymised data being shared with individuals in external organisations who are supporting the evaluation of the service.

We will keep your personal data in accordance with our retention schedule requirements and when we no longer have a need to keep it, we will delete or destroy it securely.

We have an agreement in place with Attend Anywhere to provide secure online conversations. See the Attend Anywhere privacy statement.

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

Retaining personal data

We only ask for what personal data is necessary and we will protect it and make sure nobody has access to it who shouldn’t.

Your personal data will be held by the Healthy Child Service in “SystmOne”.

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