Carbon Negative Challenge Fund Privacy Notice

City of York Council (CYC) current data protection notification is registered with the Information Commissioner’s Office (ICO) – reference Z5809563. We created this privacy notice in May 2026 and will regularly review it.

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 the Carbon Negative Challenge Fund.

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 555719.

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 document.

How do we get 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, councillors, MPs etc
  • from other organisations such as NHS and the Police
  • from our commissioned partners or contractors who undertake work on our behalf

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What personal data we process and why

We will only process the information that is necessary such as:

  • your name
  • email address
  • phone number
  • address and details of property receiving installation(s)
  • details about the CNCF installation(s) installed at the property, including type, size, and cost
  • address and details of property offered, but not receiving, the CNCF installation(s)
  • household income and eligibility information
  • details about the expected energy, carbon and cost savings expected to be delivered by the installation
  • Carrying out of indoor air quality monitoring and behaviour change impacts
  • health Information
  • equalities, diversity and inclusion (EDI) information
  • your opinions, comments and feedback if you choose to take part in CYC surveys or consultation

We are processing your information when you apply for this grant and to support the delivery and administration of the Carbon Negative Challenge Fund (CNCF).

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.

We will ask for your consent to take part in surveys, consultation or other events to get your feedback, about the service and support you have received. You can withdraw your consent to the above at any time by contacting saveenergy@york.gov.uk

When we ask for equalities, diversity and inclusion (EDI) information sometimes called “About you” information, this may include some or all of the following

  • age, gender, if the gender you identify with is the same as your sex registered at birth, how you think of yourself, religion or belief, ethnic group, if you consider yourself disabled, if you are a carer, experience of being in care

EDI information is only used to help us understand the EDI makeup of our customers and will be anonymised which means it cannot be linked back to you or individuals.

Use of Artificial Intelligence (AI)

We may use Artificial Intelligence (AI) technologies to support or enhance council services. Where AI is involved in a process that directly affects your interaction with us, we will inform you before your user journey begins. This ensures transparency and helps maintain trust in how we use AI.

Our use of AI complies with the UK General Data Protection Regulation (UK GDPR), including the principles of lawfulness, fairness, transparency, accountability, and accuracy. We conduct Data Protection Impact Assessments (DPIAs) where AI systems are likely to result in high risks to individuals’ rights and freedoms, such as automated decision-making or profiling.

If generative AI tools are used, we do not use personal or end-user data to train AI models. This helps ensure compliance with the purpose limitation and data minimisation principles under UK GDPR.

AI for Staff Productivity and Accessibility

Where AI tools are used solely by staff to assist with drafting, research, or accessibility - for example, to improve writing efficiency or summarise information - these uses do not form part of a business process that affects service delivery or decision-making. As such, no specific notification will be provided for these internal productivity uses.

These uses are considered low-risk and do not involve automated decision-making that produces legal or similarly significant effects. They are also subject to internal governance and safeguards to ensure responsible use.

Examples include:

  • Drafting internal reports or meeting notes
  • Summarising lengthy documents for quicker review
  • Assisting with spelling, grammar, or formatting tasks

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

  • for statistical analysis
  • for statutory returns
  • for audit frameworks
  • to see how the council and its partners are supporting individuals
  • to help design better services
  • to inform funding decisions

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Automated decision making

We do not carry out any automated decision making in the City Development Transport Projects Team services.

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Collecting information automatically

Please see our cookies page for further information about the information we collect automatically when you use our website

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Childrens’ 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 one or more of the following Article 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.

(b) Contract: the processing is necessary for a contract the council has with the individual, or because they have asked the council to take specific steps before entering into a contract.

(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

(g) Reasons of substantial public interest (with a basis in law)

Some of the Schedule 1 conditions for processing special category 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 – City of York Council 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 Council retention schedule – City of York Council.

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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 and the Police
  • third parties including our data processors, partners or contractors, who undertake work on our behalf
  • internal and external auditors
  • University of Birmingham who are analysing the results of the air quality monitoring and behaviour surveys

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, special categories of personal data or criminal offence 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 are 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 Commissioners Office (ICO) For the public | ICO

You can also find information about your rights at Our Privacy Notice – City of York Council

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 atinformation.governance@york.gov.uk or on 01904 555719, or write to the:

Data Protection Officer
City of York Council
West Offices
Station Rise
York
YO1 6GA

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