This privacy notice was completed in May 2022 and will be regularly reviewed. When we use your personal data, CYC complies with data protection legislation and is the registered ‘Controller’. Our data protection notification is registered with the Information Commissioner’s Office (ICO) – reference Z5809563.
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
- Collecting personal data
- Using personal data
- Our legal basis for using personal data
- Sharing personal data
- Retaining personal data
- Further processing of personal data
- Your rights relating to personal data
We are collecting:
- personal identifiers (such as name, contact details and address)
- special Educational Needs
- medical information
- bank Account details
- National Insurance Number
- family income information (including any social security benefits)
See further details about how we define personal data and non-personal data.
Collecting personal data
Information may also be provided by other appropriate agencies on your behalf for the purpose of applying for home School and College transport. This may include, for example, schools, colleges or social Workers.
Using personal data
We use your personal data to:
- enable us to carry out the Home to School or College Transport Service for which we are responsible
- to produce statistical reports to inform decisions to ensure we are running the service as efficiently as we can
- to assess performance and to set targets
Our legal basis for using personal data
We are working with transport providers and have an agreement in place with them to provide taxi and bus services. We share your information with them in order for them to provide suitable transportation to and from home to school and college.
We are using the information you give us with your consent. You can withdraw your consent at any time by emailing: email@example.com or writing to:
The Children and Young People Transport Team
Education Support Service
The information we collect will be included in presentations, statistics and reports. Any presentations, reports and statistics for publication or use outside of the authorised council staff or transport providers, will be anonymised and cannot be linked back to you, your family or individuals. Reports containing anonymous information may also be shared with the general public and other organisations.
We will protect it and make sure nobody has access to it who shouldn’t and we will not keep it for longer than is necessary.
We will not use the information for any other purpose than set out in this privacy notice and will not disclose to a third party i.e. other companies or individuals, unless we are required to do so by law for the prevention of crime and detection of fraud, or, in some circumstances, when we feel that you or others are at risk.
You can read more about how the City of York Council uses your information.
Sharing personal data
We will share information with transport providers and Schools and Colleges. This is so we can comply with our obligations to provide the service where it is required.
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 or tax investigations
- regulation and licensing
- criminal prosecutions
- court proceedings
Retaining personal data
We will keep the information you give us in CYC’s secure network drive and make sure it can only be accessed by authorised staff.
We will keep your personal data for 1 year following the end of the academic year transport was provided and then we will securely and confidentially delete and destroy it.
Where required or appropriate, at the end of the retention period we will pass onto the City Archives any relevant information.
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 information for a new purpose, not covered by this Privacy Notice, we will provide you with a new notice explaining the purpose prior to commencing the processing and the processing conditions. Where and whenever necessary, we will seek your consent prior to the new processing.
Your rights relating to personal data
To find out about your rights under data protection law, you can go to the Information Commissioners Office (ICO) webpage.
If you have any questions about this privacy notice, want to exercise your rights, or if you have a complaint about how your information has been used, please contact the Data Protection Officer.
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