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Workforce Development Unit Privacy Notice

City of York Council (CYC) current data protection notification is registered with the Information Commissioner’s Office (ICO) – reference Z5809563. We regularly review this privacy notice, and it was last updated in July 2025.

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 tells you what to expect when we process your information, and it applies to Workforce Development Unit (WDU).

CYC is the controller for this information unless we specifically state otherwise in this privacy notice.

You can contact the council’s Data Protection Officer at:

West Offices
Station Rise
York
YO1 6GA

Telephone: 01904 554145.

Email: information.governance@york.gov.uk.

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, etc
  • from our commissioned partners or contractors who undertake work on our behalf
  • from your manager(s)

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What personal data we process and why

We will only process the minimum amount of personal data and special categories of personal data is necessary such as:

  • your name
  • telephone number
  • email address
  • address
  • booking information for and participation in courses including e-learning (your learning history)
  • your workplace and type of work
  • your manager and their contact details if applicable
  • any additional information that's necessary for us to assess and provide you with the service you require such as disability

We will ask for your consent:

You can withdraw your consent at any time by email: wdu@york.gov.uk.

When you complete an online form on the council’s website and you have provided your email address, we will send you a copy of your completed online form.

When you make an online payment on the council’s website, you can find details at Online Payments Privacy Notice.

We use your information to:

  • administer your training records and provide your training history
  • offer advice and guidance on appropriate training for your role or area of interest
  • contact you about your bookings and any changes to arrangements
  • invoice you (or your employer, if applicable) for training fees including non-attendance or late cancellation (see MyLO Terms and Conditions)
  • provide your employer/manager with your training information including bookings, cancellations, test results and attendance information
  • send information about training that may be of interest if you have chosen to receive this information (if you have opted-in to our mailing list)

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

  • statistical analysis
  • statutory returns
  • audit framework
  • see how the council and its partners are supporting individuals and workforce development across sectors
  • help design better services
  • inform funding decisions
  • contribute to national surveys and government returns, for example, to the central government workforce data returns (Adults and Children’s Social Care) or to Care Quality Commission or Ofsted

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Automated decision-making

We do not carry out any automated decision-making without any human intervention in WDU.

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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 and special category data that we process about individuals is done so in accordance with one or more of the following Articles 6 and 9 of the UK GDPR and Schedule 1 of the Data Protection Act 2018 (DPA 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).
    • (e) Public task: the processing is necessary for the council to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.
    • (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 authorised by law)
    • (g) Reasons of substantial public interest (with a basis in law)

This is supported by Schedule1, Part 2 (6) of the Data Protection Act 2018 and the following legal framework:

  • Equality Act 2010
  • Employment Relations Act 1999
  • The Health and Safety at Work Act 1974

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.

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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 details on how long the council keeps records at 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
  • third parties including our data processors, partners or contractors, who undertake work on our behalf
  • internal and external auditors

Where necessary, we will share data about your training activity with your:

  • employer
  • manager
  • training provider

In some circumstances, such as under a court order or safeguarding, we are legally obliged to share your information.

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, 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 do not routinely transfer personal data or special categories of personal data outside of the UK but when this is necessary, we ensure that we have appropriate safeguards in place and that it 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 554145, 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 554145

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