Privacy Notice
We created this privacy notice in August 2022 and regularly review it. It was last updated in March 2024.
YCC 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. Throughout this Notice, “York Climate Commission”, “YCC”, “we”, “our” and “us” refers to the York Climate Commission Secretariat, which administers the work of York Climate Commission.
YCC is the controller for this information unless we specifically state otherwise in this privacy notice.
The YCC website is currently operated by staff at City of York Council. The Council's Privacy Notice therefore also applies to the use of your information under this website. The Notice can be accessed at: Our privacy notice – City of York Council You can contact the council’s Data Protection Officer at information.governance@york.gov.uk or 01904 554145, or write to:
Data Protection Officer
City of York Council
West Offices
Station Rise
York
YO1 6GA
When appropriate we will provide a ‘just in time’ notice to cover any additional processing activities not mentioned in this document.
- 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
How do we get your information
We get information about you from the following sources:
- From you: we may collect personal data on paper forms at events, for feedback or follow ups relevant to that event.
- From external sources: we use Eventbrite to market our events. Read the Eventbrite Privacy Policy
What personal data we process and why
We process the following personal data and special categories of personal data such as
- Your name
- Your contact details
This is used to keep you updated on activity and events of the York Climate Commission
Automated decision making
We do not carry out any automated decision making in York Climate Commission.
Collecting information automatically
Cookies are small text files that are placed on your device by websites that you visit. They are widely used to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
The York Climate Commission website uses first-party cookies which are set by our website. They are categorised as strictly necessary, which are essential to the operation of the website, and performance cookies which collect anonymous information about the usage of our website. By using our website, you agree that we can place these types of cookies on your device.
We do not use cookies to collect personal information about you. Should you wish to restrict or block cookies which are set by our website you can do this through your browser settings. The ‘help’ function within your browser or the manual that comes with your device should tell you how. You may also wish to visit http://www.aboutcookies.org/ which contains comprehensive information on how you can do this on a wide variety of browsers. Please be aware that restricting cookies may impact on the functionality of our website.
The description below explains the cookies we use and why:
Name: has_js
Purpose: This helps the website understand browser javascript functionality
Typical content: An on/off flag that denotes whether or not the browser supports Javascript
Expires: On site exit
Cookies set by third parties:
Provider: Google Analytics
Name: _utma; _utmb; _utmc; _utmz
Purpose: These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.
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.
Lawful basis for processing your personal data
Any personal data including special category 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 personal data is in accordance with the following:
Article 6(1) (a) Consent: the individual has given clear consent for the YCC to process their personal data for a specific purpose.
(b) Contract: the processing is necessary for a contract the council has with the individual, or because they have asked the council to take specific steps before entering into a contract.
(c) Legal obligation: the processing is necessary for the council to comply with the law (not including contractual obligations).
(d) Vital interests: the processing is necessary to protect someone’s life.
(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. (This cannot apply if you are a public authority processing data to perform your official tasks.)
The legal basis for processing your special category data is in accordance with the following:
- Article 9(2)
(a) Explicit consent
(b) Employment, social security and social protection (if authorised by law)
(c) Vital interests
(d) Not-for-profit bodies
(e) Made public by the data subject
(f) Legal claims or judicial acts
(g) Reasons of substantial public interest (with a basis in law)
(h) Health or social care (with a basis in law)
(i) Public health (with a basis in law)
(j) Archiving, research and statistics (with a basis in law)
This is supported by Schedule1, Part 2 (6) of the Data Protection Act 2018 and the following legal framework:
Some of the Schedule 1 conditions for processing special category and criminal offence 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
We will only keep information essential for contacting you about news, events, and activities for as short a time as possible
We will only keep your information for as long as it is needed but no longer than six years.
Data sharing
YCC will share your information with City of York Council to provide the website services.
YCC will not share your information with third parties (without your explicit agreement).
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.
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.
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.
Transfers of personal data
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.
How we protect your information
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
- policies and procedures
- restrict access to members of the Secretariat
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) https://ico.org.uk/for-the-public/
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, then please contact carbon.reduction@york.gov.uk
Image credit: Martin Adams, Unsplash
