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 October 2023 and we will keep it under regular review.
CYC is the controller for the personal data we process, unless otherwise stated. You can contact the council’s Data Protection Officer at:
West OfficesStation Rise
York
YO1 6GA
Telephone: 01904 554145.
Email: information.governance@york.gov.uk.
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
- What personal data we process and why
- Automated decision-making
- Collecting information automatically
- Children's information
- Lawful basis for processing your personal data
- How long we keep your personal data
- Data sharing
- Data processors and/or third parties
- Your rights in relation to this processing
- Transfers of personal data
- How we protect your information
- Further information
How we collect your information
We will gather your details in the following ways:
- when you complete forms either electronically or paper
- email and phone conversations as appropriate
What personal data we process and why
We will process:
- your name
- school
- contact details including phone number and email address
- emergency contact
We will use your information:
- collating information to allocate and organise apprenticeship tasters and to call emergency contacts if necessary
- in partnership with your school and taster employer, manage information to ensure the safe delivery of the taster and services
- managing, responding and recording enquiries in general
- distributing information to you in formats (such as email or text) you have consented to receive and about subjects that you have consented to hear about
- conducting feedback consultations using data
In the case of photos and videos, with your consent we may use this to create communications products such as social media posts, advertising, leaflets, digital marketing and printed marketing.
We may use WhatsApp to contact you, hold meetings and more, we'll let you know. You can find out more how they process your data in the WhatsApp Privacy Policy.
Automated decision-making
We do not carry out any automated decision-making without any human intervention in providing this service.
Collecting information automatically
Please see our Cookies Policy for further information about the information we collect automatically when you use our website.
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.
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 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:
- 6(1)(a) - Consent of the data subject
- 6(1)(f) - Necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject
Conditions for special categories of data
- 9(2)(a) - Explicit consent of the data subject, unless reliance on consent is prohibited by EU or Member State law
You can withdraw your consent at any time by contacting us on email: york.apprenticeships@york.gov.uk.
How long we keep your personal data
Where required or appropriate, at the end of the retention period we will pass onto the City Archives any relevant information.
We will keep the information you give us in CYC’s secure network drive and make sure it can only be accessed by authorised staff.
Data sharing
We will share your personal data with the organisation you are attending for the taster, as well as other council services as appropriate, other organisations, commissioned partners or contractors who undertake work on our behalf.
The information may also be included in presentations, statistics and reports. Any presentations, reports and statistics for publication or use outside of the authorised council staff, will be anonymised and cannot be linked back to you or individuals. Reports containing anonymous information may also be shared with the general public and other organisations.
We will not use the information for any other purpose than set out in this privacy notice and will not disclose to a third party such as other companies or individuals, unless we are required to do so by law for the prevention of crime and detection of fraud, or, in some circumstances, when we feel that you or others are at risk.
The Council does not pass or sell personal data to third parties for marketing, sales, or any other commercial purposes.
Data processors and/or third parties
Where we use data processors who are third parties to provide elements of services for us, we have contracts in place with them. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
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 OfficerCity of York Council
West Offices
Station Rise
York YO1 6GA
Transfers of personal data
When it is necessary for us to transfer your personal information outside of the UK this will only be done in accordance with data protection and privacy legislation.
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
Further information
- Visiting our website and links to other websites
- Cookies
- Unsolicited mail
- Third parties
- Caldicott Guardians