Competition to name the new Clifton Special Educational Needs and Disabilities Hub Privacy Notice
Competition to name the new Clifton Special Educational Needs and Disabilities Hub Privacy Notice
This privacy notice was completed in June 2025 and will be regularly reviewed. When we use your personal data, City of York Council (CYC) complies with data protection legislation and is the registered ‘Controller’. Our data protection notification is registered with the Information Commissioner’s Office (ICO) – reference Z5809563.
- Why is information being collected?
- What information will be collected?
- What will we do with the information?
- Storage of information
- How long will we keep the information?
- Further processing
- Your rights
Why is information being collected?
City Of York Council’s Special Educational Needs and Disabilities (SEND) Hub is running a competition for children and young people to come up with the name of York’s new SEND hub.
The main prize being that the child or young person who’s suggested new Hub name was chosen would attend grand opening and opens the new hub in September 2025.
What information will be collected?
To enter this competition, we will ask you for:
- entrants name
- contact details for example, phone or email
- where relevant, parent’s names and contact details
If you agree to let us have those, we will use them to enter you/your child etc into the competition and let you know if they win, or about any updates.
This information will be collected by the social group or educational setting (third party) who have supported your child to enter this competition and sent to us with their entry.
If you/your child wins, we will use:
- your/their winning entry (suggested name for new hub)
- their name
- ask them to attend the opening later in the year
Please note: contestant will be someone who has additional needs and will be included in the grand opening. You can withdraw your consent to be included at any time.
There details may be used in any public reporting about the winner of this competition.
We will also be doing a photocall at the opening event and will contact you/your child about this as we will need consent to take and use these photos.
Read the Communications Team including photos, filming and recording Privacy Notice.
What will we do with the information?
We may use the winning entry in:
- printed publications
- case studies
- council social media sites, which may include boosted posts to targeted interest groups on Facebook
- press releases
- our website York.gov.uk
- local and national news media
Where relevant, our website content will be accessible internationally and may be used by local and national media.
Find out more about the use of social media by CYC City, including an official list of sites.
As we ask for your explicit consent for your child entering this competition, this is our lawful reason for using personal information, as set out in this privacy notice.
It is your responsibility to let us know if you want to withdraw your consent. You can do this at any time, by email: [email protected] the SEND Hub manager.
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 for example, 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.
The information we collect may also be used for reporting, research, and statistical reports. When we do this, it 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.
Storage of information
We will keep the information you give us in CYC’s secure network drive and make sure it can only be accessed by authorised staff.
How long will we keep the information?
We will keep the information you give us for up to three years and then will securely and confidentially destroy it.
Where required or appropriate, at the end of the retention period we will pass onto the City Archives any relevant information.
Further processing
If we wish to use your personal information for a new purpose, not covered by this Privacy Notice, we will provide you with a new notice explaining the purpose prior to commencing the processing and the processing conditions. Where and whenever necessary, we will seek your consent prior to the new processing.
Your rights
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, contact us on email: [email protected], or on telephone: 01904 554145, or write to:
Data Protection OfficerCity of York Council
West Offices
Station Rise
York YO1 6GA