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Travel and transport

Concessionary Bus Pass 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 created this privacy notice in February 2024 and we will keep it under regular review.

We regularly review this privacy notice, and it was last updated in February 2024.

CYC is committed to ensuring that 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, under Part 3 of the Data Protection Act 2018 for law enforcement purposes and the steps we take to keep your information safe.

CYC is the controller for the personal data we process, unless otherwise stated. You can contact the council’s Data Protection Officer at:

West Offices
Station Rise

Telephone: 01904 554145.


You can find more information about the role of the Data Protection Officer in our Data Protection Policy Statement.

This privacy notice should be read in conjunction with other relevant specific privacy notices that are available in our Privacy Notice.

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
  • or by someone making an application on your behalf

When you complete either a new application or renewal via:

  • an online form
  • paper form
  • face-to-face applications and queries
  • telephone queries

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What personal data we process and why

We process the following personal data and special category:

  • your name
  • your address/postcode
  • date of birth
  • national insurance number
  • contact details (including phone number and/or email address)
  • a photo of you
  • disability type
  • any documentary evidence required to prove a disability

You can withdraw your consent by contacting, or by writing to

Concessionary Bus Passes
City of York Council
West Offices
Station Rise

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Automated decision-making

We do not carry out any automated decision-making in the Concessionary Bus Pass Team.

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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 that we process about individuals, is done so in accordance with Article 6 and Article 9 of the UK GDPR and Schedule 1 of the Data Protection Act 2018 (DPA 2018).

The legal basis for processing your personal data is in accordance with the following:

  • Article 6 (1)(a) Consent
  • Article 6 (1)(e) Public task
  • Article 6 (1)(f) Legitimate interests

The legal basis for processing your special category data is in accordance with the following:

  • Article 9 (2)(a) Explicit consent
  • Article 9 (2)(g) Reasons of substantial public interest (with a basis in law)

This is supported by Schedule 1, Part 2 (6) of the Data Protection Act 2018 and the following legal framework:

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 or if you do not renew your pass, or we are notified that you have moved away from the York area or have died, we will delete your personal information within three months. Otherwise, we will continue to hold your information for as long as you retain use of your bus pass or YOzone card.

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Data sharing

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

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 PensionsHM Revenue and Customs, the Police and other local authorities.

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

Where we have third parties providing parts or all of our services for us, we have contracts in place with them. These are listed below:

  • North Yorkshire Council, as the lead organisation in the North Yorkshire and York Concessionary Fares partnership

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Transfers of personal data

We don’t routinely transfer personal 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:, 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

Corporate Governance Team - Information Governance

West Offices, Station Rise, York, YO1 6GA

Telephone: 01904 554145