We keep the Mental Health Recovery Service (MHRS) Privacy Notice under review. It was last reviewed and updated in October 2019.

The MHRS includes:

  • The Mental Health Recovery Team at 30 Clarence Street
  • 22 The Avenue
  • 38 Evelyn Crescent
  • the Mental Health Support Line

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

The MHRS will collect your personal data and special categories of personal data when you are referred to any of our services and this privacy notice explains how we use this data.

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


Collecting personal data

The MHRS will:

  • collect your data in order to process your application for any of our services
  • only ask you for the information that is necessary to provide you with the details of what data is collected and stored

The MHRS requires you to:

  • provide accurate and up to date information
  • inform us of any relevant changes or updates to information previously provided at your earliest convenience
  • inform us if there are any mistakes in the information you have provided, or in the information that we've sent to you at your earliest convenience

If you fail to provide the information we ask for, we may not be able to process your referral for our services.

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


Using personal data

The MHRS will use your data to:

  • process your application for any of our services
  • ensure that you receive a service based on your strengths and needs
  • ensure your safety and the safety of others accessing these services
  • ensure consistency of approach between staff members and between our service and other partner organisations

See further details about how we use your personal data.


Sharing personal data

Your data will be shared with our partners to process your application, including:

  • general practitioners (GPs)
  • others involved in your care, such as staff from Community Mental Health Teams
  • voluntary sector agencies
  • other housing providers
  • other departments within the council

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.


Retaining personal data

The MHRS will:

  • store your data securely and ensure it's only accessed by employees who are authorised to do so
  • make sure your data is not kept for longer than outlined in the council's ‘Data Retention Schedule’
  • confidentially and securely destroy and delete your data when we no longer need it

We'll keep your data in line with the council's document retention protocol. This means that in the majority of cases data will be retained for 8 years before being deleted.

Physical copies of records are stored securely in offices which are locked at all times when unoccupied. Electronic records are stored on secure servers maintained by the council's ICT Department.

When we no longer have a need to keep your data, we'll delete or destroy it securely. 

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.


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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