City of York Council (CYC) current data protection notification is registered with the Information Commissioner’s Office (ICO) – reference Z5809563. We created this privacy notice in March 2024, and we will regularly review it.
CYC is committed to ensuring that personal data is handled in accordance with the principles set out in data protection legislation and guidance from the Information Commissioner’s Office (ICO).
This privacy notice tells you what to expect when we collect personal information about you. It applies to data collected under the Home Upgrade Grant (HUG) Phase 2 operated by City of York Council (CYC) which is funded by the Department for Energy Security & Net Zero (DESNZ). Read the DESNZ Privacy Notice.
CYC is the controller for this information unless we specifically state otherwise in this privacy notice.
Contact the Data Protection Officer for City of York Council.
This privacy notice should be read in conjunction with other relevant CYC privacy notices and/or policies and procedures.
When appropriate we will provide a ‘just in time’ notice to cover any additional processing activities not mentioned in this document.
- How we collect your information
- What personal data we process and why
- Automated decision-making
- Collecting information automatically
- Children's information
- Lawful basis for processing your personal data
- How long we keep your personal data
- Data sharing
- Data processors and/or third parties
- Transfers of personal data
- How we protect your information
- Your rights in relation to this processing
How we collect your information
We get information about you from the following sources:
- directly from you when you apply for this grant
- from organisations applying on your behalf for this grant
- from third parties such as installers and contractors
- from the Department for Energy Security and Net Zero (DESNZ), when you successfully complete their online eligibility checker
What personal data we process and why
We process the following personal data and special category data such as:
- Address and details of property receiving HUG2 installation(s)
- Details about the HUG2 installation(s) installed at the property, including type, size, and cost
- Contact address (if not the property receiving the HUG2 installation(s))
- Address and details of property offered, but not receiving, the HUG2 installation(s)
- Your name
- Details about the expected energy, carbon and cost savings expected to be delivered by the installation, including pre- and post-installation property EPC details where appropriate
- Email address (optional)
- Phone number
We are processing your information when you apply for this grant and to support the delivery and administration of the HUG2.
If you do not provide the information requested by us, we may not be able to process your grant application.
DESNZ will be conducting an evaluation of the Scheme. This may include you being contacted to take part in further research. Where the research involves processing of personal data in addition to that already collected for delivery of the Scheme, you will be given the opportunity to opt-in to that research at the point of contact. You will also be able to opt out of this at any point by contacting:
Healthy and Sustainable Homes, City of York Council
- telephone: 01904 552300
- email: saveenergy@york.gov.uk
- write to us at: Healthy and Sustainable Homes, City of York Council, West Office, Station Rise, York, YO1 6GA
The information we collect will be included in reports, statistics and returns to central government where required. Any information for publication or use outside of the council staff who need to use it to process your grant application, will be anonymised and will not identify any individuals.
Automated decision-making
We do not carry out any automated decision-making of your information in HUG Phase 2.
Collecting information automatically
Please see our Cookies Policy for further information about the information we collect automatically when you use our website.
Children’s information
Where we provide services directly to children or young people, the information in the relevant parts of this notice applies to children and young people, as well as adults.
Lawful basis for processing your personal data
Any personal data including special category data that we process about individuals is done so in accordance with Article 6 and 9 of the UK GDPR and Schedule 1 of the Data Protection Act 2018 (DPA 2018) which is:
- Contract: It is necessary for the performance of a contract to which you are a party. i.e., your grant application.
- Public task: Processing is necessary for the performance of a task carried out in the public interest. The specific public task is the delivery, administration, and evaluation of, as well as statistical, research and fraud prevention purposes relating to, the Scheme, a government funded scheme aiming to raise the energy efficiency of low energy performance homes (those rated at EPC band D, E, F or G), including off-gas grid homes. Funding is provided to Local Authorities who engage consumers and manage the delivery of installations in homes.
The legal basis for DESNZ processing your personal data for the further research is your opt in consent.
Some of the Schedule 1 conditions for processing special category data require an Appropriate Policy Document (APD) to be in place, which sets out and explains the procedures for securing compliance with the principles in Article 5 and policies regarding the retention and erasure of such personal data. This document explains this processing and satisfies the requirements of Schedule 1, Part 4 of the DPA 2018 and supplements this privacy notice.
Our Appropriate Policy Document provides further information about this processing.
How long we keep your personal data
We will keep your information for 6 years, and then securely and confidentially destroy it. We may choose to store anonymised data beyond this time.
Your information will be stored securely by DESNZ for a maximum period of 25 years following the close of the Scheme. DESNZ may choose to store anonymised data beyond this period.
Data sharing
Delivery and administration of the Scheme may require sharing or linking of your information to other information held by CYC or the DESNZ.
CYC must protect public funds and may use personal information 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 information may be shared with other bodies responsible for auditing or administering public funds including the Audit Commission, the Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police.
In some circumstances, such as under a court order or safeguarding, we are legally obliged to share information. We may also share information about you with third parties including our contractors and specialist installer, government agencies and external auditors.
We will always satisfy ourselves that we have a lawful basis on which to share the information and document our decision-making.
Additionally, we are required under the Public Records Act 1958 (as amended) to transfer records to the City or National Archives (TNA) for permanent preservation. Full consideration will be given to Data Protection and Freedom of Information legislation when making decisions about whether such records should be open to the public.
Data processors and/or third parties
Where we have external providers delivering parts or all of our services for us, we have contracts or agreements in place with them.
Transfers of personal data
We don’t routinely transfer personal data outside of the UK but when this is necessary we ensure that we have appropriate safeguards in place and that is done in accordance with the UK data protection and privacy legislation.
How we protect your information
We're committed to keeping your information safe and secure. There are several ways we do this, such as:
- IT security safeguards such as firewalls, encryption, and anti-virus software
- on-site security safeguards to protect physical files and electronic equipment
- training for all staff and elected councillors
- policies and procedures
Your rights in relation to this processing
To find out about your rights under data protection law, you can go to the Information Commissioner's Office website.
You can also find information about your rights in our Privacy Notice.
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 contact the Data Protection Officer.
You can also contact the Cabinet Office and DESNZ’s Data Protection Officers (DPO):
Data Protection Officer:
- email: DPO@cabinetoffice.gov.uk
- write to: Cabinet Office, 70 Whitehall, London, SW1A 2AS
DESNZ Data Protection Officer:
- email: dataprotection@energysecurity.gov.uk
- write to: Department for Energy Security and Net Zero, 3-8 Whitehall Place, London, SW1A 2EG
Also see
- Website terms and disclaimer
- Data Protection Policy Statement
- Accessibility statement
- Cookies policy
- Copyright statement