York 2032
York 2032 Privacy Notice
City of York Council manages and maintains the York2032 website on behalf of city partnerships.
City of York Council (CYC) current data protection notification is registered with the Information Commissioner’s Office (ICO) – reference Z5809563. CYC keeps the York 2032 Privacy Notice under review and it was last updated in September 2025.
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 York2032.
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 email: [email protected] or telephone: 01904 555719, 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 policies and procedures and also the other York2032 city partners.
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
- Childrens 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
Also see
How we collect your information
CYC gets information about you from the following sources:
- directly from you
- from third parties acting on your behalf such as family member(s), advocates, etc
- from our commissioned partners or contractors who undertake work on our behalf
What personal data we process and why
CYC will only process the information that is necessary when you use this website and for one or more of the following purposes:
- managing, responding and recording enquiries from businesses, media and the public in general
- procuring services at the best price
- in partnership with third party operators, manage information to ensure the safe delivery of events and services
- communicating with you on social media in line with the terms and conditions of those social media sites
- communicating with you about matters of public interest such as emergency situations affecting the city of York
In the case of photos, video and audio recordings, with your consent CYC may use this to create communications products such as social media posts, advertising, leaflets, digital marketing and printed marketing. You can withdraw your consent at any time by contacting [email protected] You can find more information about how the council uses photos, videos and audio recordings in the Communications Team including photos, filming and recording Privacy Notice
If you chose to take part in York2032 surveys or consultation, you can withdraw your consent at any time by contacting email: [email protected]
If you chose to register for updates from York2032 (such as email newsletter, printed mail-out or magazine), you can withdraw your consent or unsubscribe, at any time by submitting a request using our email updates system or by emailing: [email protected] or [email protected]
When you complete an online form on our website and you have provided your email address, we will send you a copy of your completed online form.
When you make an online payment on our website, you can find details at Online Payments Privacy Notice – City of York Council
CYC may use your information to create reports and statistics that are anonymous and cannot be linked back to you or individuals such as:
- to monitor trends or identify key themes
- to target research at specific community groups and profile results by categories of users
- statistical analysis
- statutory returns
- audit framework
- inform funding decisions
Automated decision making
We do not carry out any automated decision making on our York2032 website or services.
Collection 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 and special category data that CYC processes about individuals is done so in accordance with one or more of the following Articles 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.
(c) Legal obligation: the processing is necessary for the council to comply with the law (not including contractual obligations).
(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.
Article 9(2)
(a) Explicit consent
(b) Employment, social security and social protection (if authorised by law)
(g) Reasons of substantial public interest (with a basis in law)
(h) Health or social care (with a basis in law)
This is supported by Schedule1, Part 2 (6) of the Data Protection Act 2018 and the legal framework such as:
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 – City of York Council provides further information about this processing.
How long we keep your personal data
CYC 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
Data sharing
CYC will only share your information where it is appropriate to, with:
- other CYC services
- other York2032 city partners
- other councils, government departments and agencies
- 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, CYC are legally obliged to share your information.
CYC will always satisfy ourselves that we have a lawful basis on which to share the information and document our decision making.
Additionally, CYC 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 CYC 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:
- our social media management system suppliers PRGloo and Hootsuite
- Zoom Pro or Business version of Zoom (version 5) to host some public facing meetings, training sessions etc 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 Zoom’s privacy statement at Privacy | Zoom and their certifications at Legal Compliance | Zoom
- 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 surveys or consultation etc. You can find out how they use information at Privacy Notice | SurveyMonkey
- Zimma Ltd trading as Ticket Tailor for arranging and organising events etc. You can find out how they use information at https://www.tickettailor.com/legal/privacy-policy
- Eventbrite for arranging and organising events etc. You can find out how they use information at Eventbrite Privacy Policy | Eventbrite Help Center
- Granicus/Gov Delivery to send you updates, newsletters etc. You can find out how they use information at Privacy Policy | Granicus
- WhatsApp to contact you. You can find out how they use information at Privacy Policy - UK (whatsapp.com)
- Civica for online payments. You can find out how they use information at Data Privacy Notice | Civica
- Microsoft forms as part of MS365 You can find out how they use information at https://www.microsoft.com/en-gb/privacy/privacystatement
- Veritau Public Sector Limited (VPS) who provides services to the council such as internal audit Privacy policy - Veritau
- Specialist or assistive systems, software, platforms, applications (apps) to help provide our services and support to you and our staff
- 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
Transfer of personal data
CYC do not routinely transfer personal data and 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.
How we protect your information
CYC 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
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 email us at: [email protected] or telephone: 01904 555719 or write to the:
Data Protection Officer
City of York Council
West Offices
Station Rise
York
YO1 6GA
Cookies
By using our website you are consenting to certain types of cookie being placed on your device. See our Cookies Policy.
Where our website links to external resources or websites, these may add their own cookies. These are outside our control. Cookies can be disabled by changing the settings in your browser, but you may need to re-enter information at times.
Emails that we send to you or you send to us, may be retained as a record of contact and your email address stored for future use in accordance with our record retention schedules. If we need to email sensitive or confidential information to you, we may perform checks to verify the correct email address and may take additional security measures.
Unsolicited mail
You will not receive unsolicited paper or electronic mail as a result of sending us any personal data while using our website, unless you have given us permission to do this.
Third parties
We do not pass personal data to third parties for marketing, sales or any other commercial purposes without your prior explicit consent.
If we have to share your personal data externally, we require any third party to comply with the principles of data protection legislation, and our procedures and instructions, when they use your information on our behalf.
