This notice should be read in conjunction with our corporate privacy notice.
Who are we?
North Yorkshire Council is a ‘Data Controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR).
What personal information do we collect?
In order to deliver communications, we need to collect both personal and special category data depending on the specific service being delivered.
Personal data may include:
- names and contact details
- date of birth
- sex life information
The following organisation specific information will be made public as part of the records/ groups/ organisation’s creation process. Therefore, we advise you only provide details that you would be happy to make publicly available:
- organisation name
- organisation address
- opening hours
- organisation contact details
- organisation information
Why do we collect your personal information and what is our lawful basis for processing?
We need to collect this information in order to fulfil our obligations in regard to the provision of the following services:
Community surveys and consultations
Purpose
To better understand people’s views and/or to improve, monitor and develop existing and potential services or events, we may seek or request feedback, comments and information from residents, communities, businesses and visitors in the form of surveys and statutory consultations.
Lawful basis
UK GDPR Article 6(1)(e) - processing is necessary for the performance of a task carried out in the public interest.
When processing special category information for equality monitoring, the council will rely on the following lawful basis:
UK GDPR Article 9(2)(g) - processing is necessary for reasons of substantial public interest with processing meeting Schedule 1, Part 2 of the Data Protection Act 2018 as below:
- (8) Equality of opportunity or treatment
Stronger communities volunteer survey
Purpose
The stronger communities team work in partnership with community groups and the voluntary and community sector to achieve key community objectives. During the pandemic this included working with 23 community support organisations to ensure everybody in the community was supported if they needed to isolate.
Lawful basis
UK GDPR Article 6(1)(e) - processing is necessary for the performance of a task carried out in the public interest.
When processing special category data, the council will rely on the following lawful basis:
UK GDPR Article 9(2)(g) - the processing of your special category data is necessary for reasons of substantial public interest (with a basis in law), meeting Schedule 1, Part 2 of the Data Protection Act 2018 as below:
(6) Statutory and government purposes
The legislations, policies and guidance that relate to this service includes, but is not limited to:
Our best value duty within Section 3 of the Local Government Act 1999 (as amended by s137 of the Local Government and Public Involvement in Health Act 2007).
Communications
Purpose
The communications team works with all council services to deliver and advise on, communications including media relations, internal communications, campaigns, marketing, corporate identity, public information and engagement. The head of communications leads the service.
Lawful basis
Personal data used as part of a media enquiry or publication, is processed as necessary to fulfil a public task.
Data processed to maintain a distribution list is done so based on your consent.
UK GDPR Article 6 (1) (e) - processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
Communications privacy notice for the use of the Orlo Social Media Platform
Purpose
The communications team works with all council services to deliver and advise on, communications including media relations, internal communications, campaigns, marketing, corporate identity, public information and engagement. The head of communications leads the service.
Lawful basis
UK GDPR Article 6 (1)(e) - processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
When processing special category data, the council will rely on the following lawful basis:
Article 9(2)(g) - substantial public interest - DPA Schedule 1 Part 2 - substantial public interest) Conditions: 6 - statutory and government purposes.
Consultations and surveys
Purpose
In order to analyse the results of consultations effectively, it is sometimes necessary to collect minimal personal information.
Lawful basis
UK GDPR Article 6 (1)(a) - the data subject has given consent to the processing of their personal data for one or more specific purposes.
UK GDPR Article 6 (1)(e) - processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
When processing special category data, we will rely on the following lawful basis:
UK GDPR Article 9(2)(a) - the data subject has given explicit consent to the processing of their personal data for one or more specified purposes.
UK GDPR Article 9(2)(g) - The processing of your special category data is necessary for reasons of substantial public interest (with a basis in law), meeting Schedule 1, Part 2 of the Data Protection Act 2018 as below:
- (8) Equality of opportunity or treatment (equality monitoring)
NY Connect
Purpose
North Yorkshire Connect is a community directory that contains information about non-profit community service groups, government agencies or clubs and organisations which operate in the North Yorkshire area. The community directory has information for adults, children, families, young people, parents, carers and professionals working with them.
Organisations and individuals who would like to make an entry to the directory must create an electronic account. This privacy notice informs users of those accounts about how and why their data is being processed by North Yorkshire Council.
Lawful basis
UK GDPR Article 6(1)(a) – The data subject has given consent to the processing of his or her personal data for one or more specific purposes.
The purpose is to create an account for the individual – which allows them to be contacted and to view or add to any submissions on their account. In the event that an individual withdraws their consent all data held for this purpose will be deleted.
If you would like to withdraw your consent to the processing of your personal data for the purposes that are set out above, contact the team by email at customertheme@northyorks.gov.uk.
Who do we obtain your information from?
Information is obtained directly from the individual completing the survey/consultation.
Who do we share this information with?
We do not routinely share personal information outside of the council, although summaries of responses may be collated, anonymised and shared. Aggregated data will be shared with community first Yorkshire and all participating community support organisations.
Information may be automatically shared with our social media management platform, Orlo.
A third party software will be used to issue and collate survey responses.
SkyBlue, the Stronger Communities Programme’s learning partner will use the aggregated data as part of the evaluation of the programme. In addition, respondents who have indicated that they are willing to be contacted regarding a more in-depth conversation about their experiences North Yorkshire Council may be contacted by SkyBlue. SkyBlue will only be provided with names and email addresses for this work.
However, any information related to your organisation and/or services will be made publicly available on North Yorkshire Connect and Data North Yorkshire.
We also adopt the open referral UK data standard which allows partners to share and join up information; therefore, information published on North Yorkshire connect may also appear on other public facing websites.
How long do we keep your information for?
Community surveys and consultations
| Data held | Retention period |
|---|---|
| Survey and consultation responses | Personal Information is not held for longer than necessary and will be deleted within a year of the survey deadline. |
| Anonymised data | May be held Indefinitely. |
| Mailing lists | Updated annually or when consent preference is altered. |
Stronger communities volunteer survey
| Data held | Retention period |
|---|---|
| Snap survey | 6 months |
| Contact details for those who would like to take part in a more in-depth discussion | Discussions/focus groups are likely to take place January to March 2022. |
| Paper copies of the survey | 2 weeks |
| Anonymised/aggregated data | 5 years |
Communications
| Data held | Retention period |
|---|---|
| Data relating to a case being covered by the media | Data is destroyed upon closure of a case. Some information may be kept indefinitely as an archival or historical record, usually if it is already publicly available. |
| Name and email address (for newsletter distribution list) | Until you withdraw your consent. |
Communications privacy notice for the use of the Orlo Social Media Platform
| Data held | Retention period |
|---|---|
| Orlo retention |
Members of the public can delete this data at any time using their personal social media accounts, this is then replicated in Orlo. If members of the public do not delete this data themselves, it will be deleted from Orlo 4 weeks after our contract with them ends. |
NY Connect
| Data held | Retention period |
|---|---|
| NY Connect | Your information is kept for the duration of your North Yorkshire Connect account in line with our retention policy. You must review and update entries every 6 months or they will be unpublished; after a further 6 months, they are deleted. Your account stays active for new listings and you can request deletion of your personal data at any time, which will be completed within 1 month. |
Other data that we may hold about you is only kept for as long as is necessary and all data is retained in line with our record retention and disposal schedule (RRDS).
Other relevant transparency information
The legislation, policies and guidance that relates to these services include, but is not limited to:
- The Local Government Act 2000
| Type of consultation | Information collected | Identification |
|---|---|---|
| Completely anonymous | No personal data | You cannot be identified and your responses cannot be traced back to you. |
| Where general demographic data is requested | Equality monitoring data (optional) | You cannot be identified and your responses cannot be traced back to you. |
| Where contact details can be provided | Name and email address (optional) | You can be identified, only so that we can contact you regarding your response where requested. It is made clear in the survey that these are not mandatory fields. |
| Council employee or internal surveys | Name and work email address (mandatory) | You can be identified, only so that we can contact you about your response. |
| Where personal details are required, such as when only specific groups can participate | Name, address, age, contact details and so on (mandatory) | A separate privacy notice specific to this type of consultation will be made available to participants. |
For more information about how we use your data, including your privacy rights and the complaints process, please see our corporate privacy notice.