We keep the Web Services Privacy Notice under review. It was last reviewed and updated in October 2018.

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

Our Web Services collect personal data about you when you contact us via the CYC website; this privacy notice explains how your personal data is used.

This table illustrates which Web Swervices areas are covered by this privacy notice.

Service area Covered by this privacy notice
Comment on this page online form Yes
Feedback online form Yes
Emails to WebAdmin@york.gov.uk Yes
Telephone calls transfered to the Web Services Team Yes
Face to face contact with the Web Services Team Yes
Consultations and surveys undertaken by the Web Services Team Yes
Online forms created in our Content Management System (CMS) No, these are covered by the service area to which the data is submitted
My Account No, My Account is covered by ICT Services*
Web Chat No, Web Chat is covered by Customer Services*
Accounts outside of My Account No, these are covered by the service area providing the system with which you have an account*
Online forms created outside of our CMS No, these are covered by the service area to which the data is submitted*
Online payments made via the CYC website (Civica) No, this is covered by ICT Services*
Emails to addresses other than WebAdmin No, these are covered by the service area recieving the email
Online interactions/social media No, social media is covered by Communications
Subdomains of york.gov.uk No, these are covered by the service area responsible for the service conducted on the domain*
Websites other than york.gov.uk governed by CYC No, these are covered by the service area responsible for the service delivered by the website*

* These privacy notices are under review and will be updated shortly.

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


Collecting personal data

The amount and type of personal data Web Services collect depends on:

  • why you're contacting us
  • how you're contacting or interacting with us
  • the service or information you're requesting
  • the nature of the feedback you're providing

In many cases we'll only require your name and email address, but in some cases we'll need more details, which could include 'sensitive' personal data or 'special categories' of personal data. In all circumstances we'll only ask you for the data that's necessary to provide the service you're requesting.

If you don't provide the appropriate personal data we may not be able to:

  • provide you with the correct information
  • signpost you to the approprite service area
  • help to fix an error, or explain a solution

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

Our website does not store or capture personal data of users with general public access, but does log the IP address of a visitor. This enables us to determine which pages are being viewed and helps us to improve our services. Our website does not use cookies for the general running of the www.york.gov.uk domain, but does use them to enable requested services (for example, payments) and to remember choices during the visit. Anonymous information about page visits is collected using Google Analytics. See our Cookies Policy.

This privacy notice does not cover external websites; we encourage you to read the privacy notices on any other websites you visit.

Our website also lists email addresses for external organisations (those addresses that don't contain 'york.gov.uk'); we cannot guarantee what will happen to your personal data if you email an external organisation.


Using personal data

The personal data you give us will be used by Web Services:

  • provide you with the information you've requested
  • signpost you to the approprite service area
  • fix an error, or explain a solution
  • update internal systems
  • inform services to respond/react to a problem you've reported
  • improve the service we provide
  • shape new services

Some (anonymised) information is used for quality assurance and training purposes within Web Services, this does not include your personal data.

Some (anonymised) information gathered during consultations and surveys set by the Web Services Team is used for 'research and development' within Web Services, this does not include your personal data.

See further details about how we use your personal data.


Sharing personal data

We'll share personal data about you with other council services, and on rare ocassions, with our content management system (CMS) providers, in order for them to:

  • provide you with the information you've requested when the information is not available to staff within Web Services
  • respond to the problem you've reported
  • improve the service we provide
  • fix an error, or explain a solution
  • update internal systems
  • shape new services

The providers of our CMS have secure access to it in order to maintain, upgrade and administer the software; their access is limited to undertaking such tasks. 

The council services, that Web Services may share your personal data with, have their own Privacy Notice.

View our Service Privacy Notices.

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.

Your personal data will only be shared with someone we know is acting on your behalf when we have your prior consent to do this.


Our legal basis for collecting and sharing personal data

Web Services only uses your personal data because you're interacting with us. 

We may not be able to do what you've asked us to do, if you don't provide us with your personal data to use in ways described in this privacy notice.


Retaining personal data

Web Services will keep your personal data for upto 12 months after your last contact with us, which could be for any of the above listed reasons.

This means if we don’t hear from you in that time period, we'll delete your personal data from our CMS and email accounts.


Further processing of personal data

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice or by another Service 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.


Also see

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