We keep the Income Services Privacy Notice under review. It was last reviewed and updated in August 2019.

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).


Collecting personal data

In most cases, we will require details of your full financial circumstances to support any application for funding, and we will require documentary evidence to support this.

We may monitor and record electronic communications (website, email and phone) for a number of reasons such as:

  • records of conversations
  • the detection, investigation and prevention of crime

We'll inform you if your call is being recorded or monitored.

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


Using personal data

When we collect your personal data we'll tell you how we are going to use it.

We'll only use your personal information in accordance with data protection legislation, and for the purposes stated in this privacy notice.

We'll:

  • only ask for what is necessary for the purposes of conducting a financial assessment, billing and collecting social care contributions. This includes contacting you to remind you of non payment of social care contributions
  • protect it and make sure nobody has access to it who shouldn’t
  • ensure you know if you have a choice about giving us information
  • only share your personal information with other City Of York Council departments or with external partners, agencies and contractors involved in delivering services on our behalf
  • make sure we don’t keep it for longer than is necessary
  • delete or destroy it securely when we no longer have a need to keep it

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

If you choose to receive a direct payment into a prepaid card account then the information you provide on your direct payment application will be used to open a prepaid card account.

A limited number of authorised officers will be able to access transactional information relating to your account, to be able to assist you with queries you may have about your account and audit your prepaid account in line with the direct payment terms and conditions

See further details about how we use your personal data.


Sharing personal data

We act in line with data protection legislation and don't disclose or share sensitive or confidential information without your explicit consent except where disclosure is required by law, or where we have good reason to believe that failing to do so, would put you or someone else at risk.

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.


Our legal basis for collecting and sharing personal data

We will collect your personal data to assess whether you are entitled to receive council funding towards care and support, and whether you are required to contribute towards care and support services.


Retaining personal data

We'll hold your data securely and only for as long as is needed. It will then be deleted in line with our Retention and Disposal Policy and Procedures.

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.

See further details about the further processing of personal data.


Personal data in online Payments

The information you give to us when using our online payment system will only be used for the recording of your payment. We'll ensure that it is used for no other purpose and is not disclosed to a third party such as other companies or individuals, unless required to do so by law for the prevention of crime and the detection of fraud.

See further details about how we process your personal data in connection with online payments.


Personal data in Emails

Emails that we send to you or you send to us, may be retained as a record of contact and your email address stored for future use in accordance with our record retention schedules.

If we need to email sensitive or confidential information to you, we may perform checks to verify the correct email address and may take additional security measures.

See further details about how we process any of your personal data contained within emails.


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.


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