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Public Protection Privacy Notice

We keep the Public Protection Privacy Notice under review. It was last reviewed and updated in July 2022.

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 data we may collect includes:

  • your name, address, telephone number and email address when you contact us, if this has not already been provided
  • details of assistance you have requested
  • your credit/debit card details if you pay for goods or services
  • names and addresses of a business or person complained or enquired about
  • details collected in our interactions with businesses as part of our inspections and visits, investigations and enforcement actions
  • photos, video images, sound and audio recordings

Personal data associated with a business is retained on a secure database and in paper-based filing.

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

Collecting personal data

We will collect your personal data when:

  • you make a complaint about a potential breach of the law
  • you seek advice about compliance
  • we carry out visits to businesses or others
  • we acquire evidence as part of an investigation
  • you apply for a licence
  • you pay for services we provide
  • we survey our customers

Please note: If you raised your complaint or sought advice via the Citizens Advice Consumer Helpline service, your personal data will have been supplied to us by them if you consented to this at the time.

Using personal data

In order to perform our public tasks and official functions and duties under Environmental Health, Trading Standards and Licensing legislation it is necessary for us to collect and use personal data for purposes such as:

  • dealing with complaints and enquiries about breaches of the law
  • providing advice about compliance with the law
  • issuing licences, taking registrations and consenting to activities
  • carrying out checks such as inspections and other visits
  • conducting investigations and law enforcement
  • customer surveys (required under the Regulators’ Code)

We collect and use special category personal data, or ‘sensitive’ personal data for the purpose of performing our public tasks when:

  • conducting investigations and gathering evidence for law enforcement purposes

To find out more about the council’s law enforcement processing see the City Of York Council Law Enforcement Processing Privacy Notice.

Sharing personal data

We take your privacy seriously and will not share your personal data unless it is strictly necessary. We do not sell your personal data to third parties.

Examples of circumstances when we may share your personal data include:

  • sharing with contractors who provide services, for example inspections, on our behalf
  • your personal data can be seen as part of an inspection or audit of our services
  • we are required to share details of people objecting to licences with the applicant

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

We keep your personal data in accordance with our retention policy and in most cases this means it is retained for 6 years in line with the Limitations Act 1980, in case it's required for legal purposes.

Environmental information about land and air quality is retained indefinitely in order to maintain a historical record.

We hold personal data about those we licence or register for as long as they hold their licence or registration.

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.

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.

Also see

Data Protection Officer

West Offices, Station Rise, York, YO1 6GA

Telephone: 01904 554145