Economic Growth Team 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 October 2025.

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 tells you what to expect when we process your information and it applies to our economic growth services.  You can find out more at Economic Growth – City of York Council

CYC is the controller for the personal data we process, unless otherwise in this privacy notice.

You can contact the council’s Data Protection Officer by email: information.governance@york.gov.uk or telephone: 01904 554145, or write to:

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

This privacy notice should be read in conjunction with other CYC privacy notices that are available in our Privacy Notice and/or CYC polices 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 your information:

  • directly from you
  • from third parties acting on your behalf such as advocates, etc
  • from our commissioned partners or contractors

Commissioned partners or contractors include:

  • Make It York
  • the Chamber of Commerce
  • Indie York
  • The York BID
  • North Yorkshire Council
  • York and North Yorkshire Combined Authority

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What personal data we process and why

We will only process the information that is necessary to provide our services, such as:

  • name
  • contact details, including email, address etc
  • ethnicity, sexual orientation and health status
  • your comments, feedback and opinions if you choose to take part in our surveys, consultation etc.  You can withdraw your consent to these at any time by contacting economicgrowth@york.gov.uk

The Economic Growth Team uses your information to provide a range of services:

  • providing advice and guidance on a wide variety of economic topics
  • looking to create employment opportunities
  • attracting and supporting businesses
  • helping to shape the workforce of the future
  • when you make a UK Shared Prosperity Fund (UKSPF) Application.  You can find out more about how we use your information UK Shared Prosperity Fund Privacy Notice – City of York Council

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

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

When you request information or take part in learning and training through external partners, this will only happen if we are satisfied that they will take appropriate measures to protect your personal information and, where required, put in place contractual obligations to ensure they can only use your personal information to provide services to us and to you.

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Automated decision-making

We do not carry out any automated decision-making in Economic Growth 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 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 you to process their personal data for a specific purpose.
    • (b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.
    • (c) Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations).
    • (e) Public task: the processing is necessary for you to perform a task in the public interest or for your 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)

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

  • Digital Economy Act 2017
  • Local Government Finance Act 1988, 1992, 2012
  • Local Government Act 2003

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. It will then we will securely and confidentially deleted or disposed of.

You can find details on how long the council keeps records a 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
  • UKSPF Partnership Board
  • other councils, government departments and agencies such as North Yorkshire Council, York and North Yorkshire Combined Authority
  • other organisations such as NHS
  • third parties including our data processors, partners or contractors, who undertake work on our behalf
  • internal and external auditors

In some circumstances, such as under a court order or safeguarding, we are legally obliged to share 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 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 on email: information.governance@york.gov.uk or 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 555719

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