City of York Council's (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 September 2024.
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 the Urban Cycle Skills scheme for adults and families.
CYC is the controller for the personal data we process, unless otherwise stated. You can contact the council’s Data Protection Officer at:
West Offices
Station Rise
York
YO1 6GA
Telephone: 01904 554145.
Email: information.governance@york.gov.uk.
This privacy notice should be read in conjunction with other relevant specific privacy notices and/or policies 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.
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What personal data we process and why
We process the following personal data and special category data during the application process and if you choose to take part in our follow-up questionnaire
- name
- date of birth
- gender
- contact details
- home postcode
- cycling confidence levels
- your journey route that you would like help with
- details that would help us tailor a session, such as medical needs
- medical information
- disability information
- ethnicity information
- your cycling confidence levels before and after the sessions
- what advice you found useful, and what you did/didn’t learn
- questions about how you travelled before and after the session
We use your information to
- contact you to arrange a session
- understand any needs you might have for that session; you may not qualify for a session, for example if you are not old enough or do not have a York connection
- ask you to complete the follow-up questionnaire
- look back at details of sessions to understand better the specific feedback given.
- understand where participants are based to see how well we cover the whole city and also give us an idea about the journey routes.
- help us find out if some groups are underrepresented and whether we need to adapt the sessions and/or information/advertising.
- know how helpful sessions have been and whether participants have gone on to cycle more
We may ask you to take part in surveys, consultations, or other events to get your feedback and opinions on our services and other cycling/travel initiatives. We will only do this where we have your explicit consent to contact you for this purpose. You can withdraw your consent at any time by contacting us on email: cycle.training@york.gov.uk.
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Automated decision-making
We do not carry out any automated decision making in the Urban Cycle Scheme.
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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 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).
The legal basis for processing your information is in accordance with the following:
- Article 6(1) (a) Consent: the individual has given clear consent for the council to process their personal data for a specific purpose.
- Article 9(2) (a) Explicit consent
Some of the Schedule 1 conditions for processing special category data require an Appropriate Policy Document 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 data for 3 years after your last contact with us and then will securely and confidentially destroy it.
You can find more details about how long the council keeps records in the council retention schedule.
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Data sharing
We will only share your information with other council services such as the Sustainable Transport Team and with other organisations, government departments, partners such as contractors who undertake work on our behalf, etc where it is appropriate to.
In some circumstances, such as under a court order or safeguarding, we are legally obliged to share information. We may also share information about you with third parties including our data processors, government agencies and external auditors.
We will always satisfy ourselves that we have a lawful basis on which to share the information and document our decision making and satisfy ourselves we have a legal basis on which to share the information.
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
Where we have third parties providing parts or all of our services for us, we have contracts or agreements in place with them.
When we use SurveyMonkey for our surveys or consultation etc you can find out how they use your information in the Survey Monkey Privacy Notice.
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Transfers of personal data
We don’t routinely transfer 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.
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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 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 554145, or write to:
Data Protection Officer
City of York Council
West Offices
Station Rise
York YO1 6GA
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