Health and social care

Local Area Coordinators Team Privacy Notice

City of York Council (CYC) complies with the UK General Data Protection Regulations (UK GDPR) and the Data Protection Act 2018, and is registered with the Information Commissioner’s Office (ICO), reference: Z5809563.

We regularly review this privacy notice, and it was last updated in February 2026.

CYC is committed to ensuring that your information 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 explains how and why we process your information, and it applies to Local Area Coordinators (LAC).

However, the information we will process about you will vary depending on the support or advice you want from us and the reason why we need the information relating to you.

CYC is the controller for the personal data we process, unless otherwise stated.

You can contact the council's Data Protection Officer at email: information.governance@york.gov.uk or by telephone: 01904 555719, or write to:

Data Protection Officier
City of York Council
West Officies
Station Rise
York
YO1 6GA

This privacy notice should be read in conjunction with other CYC privacy notices that are available in our Privacy Notice and/or CYC policies and procedures.

When appropriate we will provide a ‘just in time’ notice to cover any additional processing activities not mentioned in this privacy notice.

How we collect your information

We get information about you from the following sources:

  • directly from you
  • from third parties acting on your behalf such as family member(s), advocates, councillors, MPs etc
  • from other organisations such as NHS and the Police
  • from our commissioned partners or contractors who undertake work on our behalf

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What personal data we process and why

We process the following personal and special category data:

  • name
  • gender
  • age
  • ethnicity
  • contact details
  • employment status
  • housing tenure
  • health information
  • information about your situation including what you need help with, and other people who are supporting you at present

When we process information relating to criminal convictions and offences, this may include details of any past criminal convictions or offences.

We collect this information so our LACs help you stay safe, well, independent and connected to your local community by:

  • helping raise awareness of available resources
  • providing links to local services
  • supporting people with a wide range of issues
  • developing resilience and social inclusion in communities

LACs work with individuals and families of all ages and abilities. They take time to get to know you, your family, friends, carers and your community, so they can help you to build a strong support network.

Depending on the service you have requested or need, we may use your information to:

  • help you to be independent and to stay safe by offering you support which closely matches your needs and desired outcomes
  • assess whether there is any risk to your wellbeing in line with our Safeguarding Adults and Safeguarding Children duties
  • arrange any necessary urgent support you may need to keep you safe
  • give you information, advice and guidance to help you connect with other support services or communities
  • seek professional advice about your housing needs and to make recommendations to support your rehousing application
  • carry out our obligations from any shared agreements you have entered into with us
  • tell you of changes to our services
  • send you communications which you have requested and that may be of interest
  • evaluate the service or for research purposes to better understand the impact of services

We will ask for your consent:

You can withdraw your consent to these at any time by contacting enquiries.publichealth@york.gov.uk.

Use of Artificial Intelligence (AI)

We may use Artificial Intelligence (AI) technologies to support or enhance council services. Where AI is involved in a process that directly affects your interaction with us, we will inform you before your user journey begins. This ensures transparency and helps maintain trust in how we use AI.

Our use of AI complies with the UK General Data Protection Regulation (UK GDPR), including the principles of lawfulness, fairness, transparency, accountability, and accuracy. We conduct Data Protection Impact Assessments (DPIAs) where AI systems are likely to result in high risks to individuals’ rights and freedoms, such as automated decision-making or profiling.

If generative AI tools are used, we do not use personal or end-user data to train AI models. This helps ensure compliance with the purpose limitation and data minimisation principles under UK GDPR.

AI for Staff Productivity and Accessibility

Where AI tools are used solely by staff to assist with drafting, research, or accessibility - for example, to improve writing efficiency or summarise information - these uses do not form part of a business process that affects service delivery or decision-making. As such, no specific notification will be provided for these internal productivity uses.

These uses are considered low-risk and do not involve automated decision-making that produces legal or similarly significant effects. They are also subject to internal governance and safeguards to ensure responsible use.

Examples include:

  • Drafting internal reports or meeting notes
  • Summarising lengthy documents for quicker review
  • Assisting with spelling, grammar, or formatting tasks

We may use your information to create reports and statistics that are anonymous and cannot be linked back to you or individuals such as:  

  • for statistical analysis
  • for statutory returns
  • for audit frameworks
  • to see how the council and its partners are supporting individuals
  • to help design better services
  • to inform funding decisions

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Automated decision-making

We do not carry out any automated decision-making without any human intervention in providing this service.

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Collecting information automatically

Please see our Cookies Policy for further information about the information we collect automatically when you use our website.

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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.

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Lawful basis for processing your personal data

Any personal data including special category data and criminal offence data that we process about individuals is done so in accordance with one or more of the following Articles 6, 9 and 10 of the UK GDPR and Schedule 1 of the Data Protection Act 2018.

Article 6(1):

  • (a) Consent: the individual has given clear consent for the council to process their personal data for a specific purpose
  • (c) Legal obligation: the processing is necessary for the council to comply with the law (not including contractual obligations)
  • (f) Legitimate interests: the processing is necessary for the council’s legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests (this cannot apply if you are a public authority processing data to perform your official tasks)

Article 9(2):

  • (a) Explicit consent
  • (b) Employment,social security and social protection (if authroised by law)

This is supported by Schedule1, Part 2 (6) of the Data Protection Act 2018 and the following legal framework and contained in the regulations and guidance that sit behind them:

Where we process personal data relating to criminal convictions and offences, this is also under Article 10 UK GDPR that covers processing in relation to criminal convictions and offences or related security measures. In addition, section 11(2) of the DPA 2018 specifically confirms that this includes personal data relating to the alleged commission of offences, or proceedings for an offence committed or alleged to have been committed, including sentencing.

Some of the Schedule 1 conditions for processing special category and criminal offence 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.

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How long we keep your personal data

We will only keep your information for as long as it is needed then it will be securely and confidentially deleted or disposed of.

You can find more details about how long the council keeps records in the Council retention schedule.

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Data sharing

We will only share your information where it is appropriate to, with:

  • other CYC services
  • other councils, government departments and agencies
  • other organisations such as NHS and the Police
  • third parties including our data processors, partners or contractors,  who undertake work on our behalf
  • internal and external auditors

In some circumstances, such as under a court order or safeguarding, we're legally obliged to share information. We may also share information about you with third parties including our data processors, government agencies and external auditors. For example, we may share information about you children social care or with police.

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.

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Data processors and/or third parties

When we have third parties providing parts or all of our services for us, we have contracts or agreements in place with them.

When we have third parties providing parts or all of our services, systems, software, platforms, applications (apps) etc for us, we have contracts or agreements in place with them. These include:

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Transfers of personal data

We don’t routinely transfer personal data, special categories of personal data or criminal offence 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.

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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

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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, please contact us on email: information.governance@york.gov.uk, or on telephone: 01904 555719, or write to:

Data Protection Officer
City of York Council
West Offices
Station Rise
York YO1 6GA

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Also see

Data Protection Officer

West Offices, Station Rise, York, YO1 6GA

Telephone: 01904 555719

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