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 December 2021 and we will keep it under regular review.
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 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 OfficesStation Rise
York
YO1 6GA
Telephone: 01904 555719.
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
- Transfers of personal data
- How we protect your information
- Your rights in relation to this processing
How we collect your information
We get information about you from the following sources:
- directly from you
- from our commissioned partners or contractors who undertake work on our behalf
What personal data we process and why
We process the following personal data:
- name
- address
- contact details
- vehicle details
- waste carriers licence number
- supporting evidence for your application, such as copy of V5 vehicle registration document
We will use the information you provide to process your permit application. All HWRC permits are dealt with by North Yorkshire Council (NYC), on behalf of City of York Council.
Automated decision-making
We do not carry out any automated decision making when processing household waste recycling centre permits.
Collecting information automatically
Please see our cookies page 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 that we process about individuals is done so in accordance with one or more of the following Article 6 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.
- (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.
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 our Council retention schedule.
Data sharing
We will only share your information where it is appropriate to, with:
- other CYC services
- other councils, government departments and agencies
- North Yorkshire County Council who provides this service on our behalf
- Yorwaste Ltd
- 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 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.
Data processors and/or third parties
When we have third parties providing parts or all of our services, systems, software, platforms, applications (apps) for us, we have contracts or agreements in place with them. These include:
- North Yorkshire Council, who process permit applications our behalf. You can find out how they use your information in the North Yorkshire Council Waste services privacy notice
- YorWaste. For details of how they use information see the YorWaste Privacy Notice
- the council’s use of Microsoft 365 as its main operating system and platform. Read the Microsoft Privacy Statement alongside our contract with Phoenix Software Limited. You can find out how they use your information in the Phoenix Software Data Protection policy
- organisations to support the council’s corporate transformation programme such as Impower. You can find out how they use your information in the Impower Privacy Notice
- Zoom Pro or Business version of Zoom (version 5), to host some public facing meetings, training sessions across different services in the council. Where these meetings are recorded, recordings will be kept locally on our server and will not be retained by Zoom. You can find out how they use your information in the Zoom Compliance Information
- Microsoft Teams, to contact you, to gather information from you, or if we are recording or transcribing our discussion or meeting with you, we will let you know. You can find more details about this in the City of York Council Microsoft Office 365 (MS365) Teams Meeting recording and transcription privacy notice
- SurveyMonkey, for our surveys or consultations. You can find out how they use your information in the SurveyMonkey Privacy Notice
- Zimma Ltd, trading as Ticket Tailor, for arranging and organising events. You can find out how they use your information in the Ticket Tailor Privacy Policy
- Eventbrite, for arranging and organising events. You can find out how they use your information in the Eventbrite Privacy Policy
- Granicus/Gov Delivery, to send you updates and newsletters. You can find out how they use your information in the Granicus Privacy Policy
- WhatsApp, to contact you. You can find out how they use your information in the WhatsApp Privacy Policy
- Civica, for online payments. You can find out how they use your information in the Civica Privacy Notice
- Paygate, for BACS payments and collections. You can find out how they use your information in the Paygate Privacy Statement
- Mentimeter, at events for interactive presentation software. You can find out how they use your information in the Mentimeter Privacy Policy
- Microsoft Forms, as part of MS365. You can find out how they use your information in the Microsoft Privacy Statement
- Veritau Public Sector Limited (VPS), who provides services to the council such as internal audits. You can find out how they use your information in the Veritau Privacy Policy
- other specialist or assistive systems, software, platforms, applications (apps), to help provide our services and support to you and our staff
- YouTube, where we provide information in British Sign Language via the City of York Council YouTube channel, please read YouTube Privacy Settings and Google Privacy Policies
Transfers of personal data
We do not routinely transfer 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.
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
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 555719, or write to:
Data Protection OfficerCity of York Council
West Offices
Station Rise
York YO1 6GA