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Access4All Group Privacy Notice

Access4All Group Privacy Notice

City of York Council's (CYC) current data protection notification is registered with the Information Commissioner’s Office (ICO) - reference Z5809563. We created this privacy notice in March 2024 and regularly review it.

CYC is committed to ensuring that personal data 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 collect personal information about you as part of the Access4All Group

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 on email: [email protected], 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 relevant CYC 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 document.

We will collect information when you join the group and take part in the group’s activities such as:

  • when you complete any forms either electronically or a paper copy
  • in meetings with you, and your child/young person
  • by post, email, and phone conversations as appropriate

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We will process your personal data and special categories of personal data such as:

  • your name, date of birth and contact details
  • characteristics such as gender, language, and ethnicity
  • details of any special educational needs for children
  • where appropriate, relevant medical information for children or parent /carers
  • where appropriate, relevant information regarding your/your child’s status as a child/young person in care
  • any additional personal information such the name/contact details of the parent/carer, that is necessary for us to gain appropriate consent and to keep you informed about the project.
  • your opinions, comments, suggestions, and feedback

We will use your information to:

  • measure whether our services are improving life for children, young people and families
  • help us develop and improve our services
  • contact you and keep you informed with the work of the Access4All Group if you have asked us to do that

The information may also be included in presentations, statistics, and reports. Any presentations, statistics and reports for publication or use outside of the authorised council staff, will be anonymised, and cannot be linked back to you or individuals. Reports containing anonymous information may also be shared with the public and other organisations.

Where we ask you to take part in surveys, events, or group meetings, we will get your consent for that.

If we want to take and use photos or video or audio recordings at our events or group meetings, we will get your separate consent for this.

You can withdraw your consent at any time by contacting us on email: [email protected].

If you contact us to withdraw your consent, we will let you know what actions we have taken to stop using your personal information from the date you contact us.

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We do not carry out any automated decision-making in the Access4All group.

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Please see our cookies page for further information about the information we collect automatically when you use our website.

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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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We process your personal data and special category data as set out in this privacy notice, with your consent. This is our lawful basis and means it is done in accordance with Schedule 1 of the Data Protection Act 2018 (DPA 2018) and:

  • Article 6(1)(a) - Consent: you have given us clear consent for us to process your 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 (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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We will keep your information only for as long as is necessary as a member of this group and up to four years when you are no longer a member. It will then be securely and confidentially destroyed.

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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 do not pass or sell personal data to third parties for marketing, sales, or any other commercial purposes.

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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Where we have third parties providing parts or all of our services for us, we have contracts or agreement in place with them.

When we use Eventbrite to send you invitations, you can find details about how they use personal information in the Eventbrite Privacy Policy.

If we use Survey Monkey, you can find out how they use your information in the Survey Monkey Privacy Notice.

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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 is done in accordance with the UK data protection and privacy legislation.

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We 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 Members
  • policies and procedures

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To find out about your rights under data protection law, you can go to the Information Commissioners Office (ICO) For the Public.

You can also find information about your rights in The City of York Council 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, contact us on email: [email protected], 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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