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 2025 and we will keep it under regular review.
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 directly from you when you apply for a ticket to take part in Lord Mayor’s Christmas Cheer Reception 2025.
What personal data we process and why
As part of this event we will collect:
- your name
- your contact details, including email, phone number
- your age, date of birth
- postcode
- Any dietary requirements and allergies, and so on
- photos, video/audio recording, and so on
When you take part in this event and we have your consent to take photo, video or audio recordings, we will use your information in some or all of the following:
- printed publications
- council social media sites, which may include boosted posts to targeted interest groups on Facebook. You can find out more about this on our Social Media information page
- press releases
- our website. Where relevant, our website content will be accessible internationally and may be used by other news media
It is your responsibility to let us know if you wish to withdraw your consent. You can do this at any time, by contacting civic@york.gov.uk.
If you have completed a paper application, once you complete and return it to us, we will transfer the information you have given us onto the council’s secure network and then destroy confidentially the paper copy.
As we are using the information you give us with your consent, you can withdraw your consent at any time by contacting civic@york.gov.uk.
Automated decision-making
We do not carry out any automated decision-making as part of this event.
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 including special category data that we process about individuals is done so in accordance with one or more of the following Article 6, Article 9 and Article 10 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 to the council to process their personal data for a specific purpose
Article 9(2)
- (a) explicit consent - the individual has given clear consent to the council to process their special categories of personal data for a specific purpose
Some of the Schedule 1 conditions for processing special category data information 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.
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 more details about how long the council keeps records in the Council retention schedule.
Data sharing
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:
- 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
- Microsoft Forms, as part of MS365. You can find out how they use your information in the Microsoft Privacy Statement
- 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 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 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