Primary Voice Group Privacy Notice
Primary Voice Group Privacy Notice
We created this privacy notice in September 2023 and will keep it under review. City of York Council (CYC) complies with the UK General Data Protection Regulations (UK GDPR) and the Data Protection Act 2018 and is the registered with the Information Commissioner’s Office (ICO), reference: Z5809563.
CYC is the controller for the personal data we process for this mailing group, unless otherwise stated.
You can contact the council’s Data Protection Officer at:
- post: West Offices, Station Rise, York, YO1 6GA
- telephone: 01904 554145
- email: [email protected]
You can find more information about the role of the DPO in Our Data Protection Policy Statement.
This privacy notice should be read in conjunction with other relevant specific privacy notices that are available at 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.
To help you understand this Privacy Notice including your rights, we have divided it into the following areas:
- how do we get your information
- what personal data we process and why
- automated decision-making
- collecting information automatically
- childrens' information
- data sharing
- lawful basis for processing your personal data
- how long we keep your personal data
- data processors
- your rights in relation to this processing
- transfers of personal data
- how do we protect your personal data
How do we get your information
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
When we collect your personal data, we will:
- ensure you know why we need it
- only ask for what is necessary for the purposes of this group
- protect it and make sure nobody has access to it who shouldn’t
- ensure you know if you have a choice about giving us information
What personal data we process and why
We may collect and use the following information:
- personal information (including name, date of birth and contact details)
- characteristics (including 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 (including 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
Where we want to take and use photos or record, we will get your separate consent for that.
When we use Eventbrite to send you invitations, you can find details about how they use personal information at Eventbrite Privacy Policy.
If we use Survey Monkey, you can find out how Survey Monkey use your information.
If you complete a paper survey, 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.
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 and we are working with the Humber and North Yorkshire Health and Care Partnership
- contact you and keep you informed with the work of the Primary Voice Group if you have asked us to do that
Automated decision-making
We do not carry out any automated decision-making when we use your information as set out in this privacy notice.
Collecting information automatically
Please see our Cookie Policy for further information about the information we collect automatically when you use our website.
Childrens' 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.
Data sharing
We are working with Humber and North Yorkshire Health and Care Partnership as appropriate to support the work of the Primary Voice Group. We have an agreement in place with them and you can find their privacy notice details at Humber and North Yorkshire Health and Care Partnership Privacy Policy.
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.
We will not use the information for any other purpose than set out in this privacy notice and will not disclose to a third party i.e. other companies or individuals, unless we are required to do so by law for the prevention of crime and detection of fraud, or, in some circumstances, when we feel that you or others are at risk.
CYC does not pass or sell personal data to third parties for marketing, sales, or any other commercial purposes.
Lawful basis for processing your personal data
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:
- UK GDPR Article 6(1)(a) – consent of the data subject
- UK GDPR - Article 9(2)(a) - Explicit consent of the data subject
Some of the Schedule 1 conditions for processing special category require an Appropriate Policy Document to be in place that 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. You can find this at Our Appropriate Policy Document.
You can withdraw your consent at any time by email: [email protected].
How long we keep your personal data
We will keep the information you give us in CYC’s secure network and make sure it can only be accessed by authorised staff.
We will keep the 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.
Where required or appropriate, at the end of the retention period we will pass onto the City Archives any relevant information.
Data processors
Where we use data processors who are third parties to provide elements of services for us, we have contracts or agreements in place with them.
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.
You can also find information about your rights in Our Privacy Policy.
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:
- email: [email protected]
- telephone: 01904 554145
- write to: Data Protection Officer, City of York Council, West Offices, Station Rise, York YO1 6GA
Transfers of personal data
When it is necessary for us to transfer your personal information outside of the UK this will only be done in accordance with data protection and privacy legislation.
How do we protect your personal data
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