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 our highways and transportation, parking services, street scene, parks and grounds service, 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
- addresses
- nationality
- identification documents
- National Insurance number
- photographs or video recordings
- call recordings
- identification documents
- financial Information
- case details and case history
Special category data may include:
- racial or ethnic origin
- health information (including dietary requirements, allergies and health conditions)
Any other information you provide for service delivery.
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:
Service
Bus passes
Purpose
Older people of pensionable age and disabled people are entitled to a bus pass giving free off-peak travel on local bus services anywhere in England. This notice details how we will process personal data in order to facilitate this scheme.
Lawful basis
Article 6(1)(e) - Public Task (DPA Section 8 - Public interest or Official authority.
Article 6(1) (c) – Legal obligation - ENCTS – the Local Authority (LA) has a statutory duty to issue ENCTS passes to enable eligible children, young persons and adults to access travel via concessionary measures.
When processing special category data, the council will rely on the following lawful basis:
Article 9(2)(g) - processing for reasons of substantial public interest
- 16. Support for individuals with a particular disability or medical condition
- 18. Safeguarding of children and individuals at risk
Service
Collision statistics
Purpose
The road safety and travel awareness team ensure we comply with its obligations in relation to measures to reduce road casualties.
Lawful basis
Article 6 (1) (c) – legal obligation – road traffic act 1988 Section 39
We have a legal obligation to prepare and carry out a programme of measures designed to promote road safety. We must carry out studies into accidents arising out of the use of vehicles and in the light of those studies, take such measures as appear to the authority to be appropriate to prevent such accidents.
Service
Highways general
Purpose
This general privacy notice is to help residents and service users in and around North Yorkshire become more aware of what information is collected and processed about them to assist our Highways Service.
Lawful basis
Where you have supplied us with and we have recorded personal details as part of Highways service or an enquiry the processing will be based upon the Public Task and Legal Obligation lawful bases.
We may also rely on our legitimate interest to pass information to insurance companies and loss adjusters to recover costs of damage to the highway asset.
Service
Network information and compliance
Purpose
The network information and compliance team comprise of three sections, permitting, compliance and information. They maintain the registers of registerable works, of common land and of village greens. In addition they are responsible for relevant inspections in relation to works and responses to enquiries in relation to highway searches, village greens and common land.
Lawful basis
Where you have supplied us with and we have recorded personal details as part of network information and compliance service or an enquiry the processing will be based upon the legal obligation (article 6c) and public task (article 6e) lawful bases.
Service
Road safety and travel awareness
Purpose
The road safety and travel awareness team ensures we comply with its obligations in relation to measures to reduce road casualties. This includes Bikeability.
Lawful basis
Article 6(1)(c) – we have a legal obligation, stated in the Road Traffic Act 1988, Section 39 to carry out a programme of measures designed to promote road safety, including the dissemination of information and advice relating to the use of roads and the giving of practical training to road users or any class or description of road users.
Article 9(2)(g) – substantial public interest.
Article 6(1)(a) – Consent from the parent/carer is collected by Bikeability Trust for the child to participate in the course.
When processing special category data for Bikeability, the council will rely on the following lawful basis:
Article 9(2)(a) - Consent - explicit consent for the purpose of collecting of personal data for the running of the course
Service
Parking services
Purpose
The parking management function is responsible for parking operations which include day-to-day management, maintenance, enforcing parking regulations, administering parking charges, issuing car parking permits, dealing with unauthorised use of car parks and general enquiries.
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.
UK GDPR Article 6(1)(c) - Legal obligation where we are exercising official authority, which is laid down by law, i.e. statutory process prescribed by Traffic Management Act 2004, Road Traffic Act 1991 and associated regulations to ensure compliance with parking controls and traffic management policies.
When processing special category data, the council will rely on the following lawful basis:
UK GDPR Article 9 (2)(g) - processing is necessary for reasons of substantial public interest.
Service
Market traders
Lawful basis
UK GDPR Article 6(1)(c)) – Legal Obligation
UK GDPR Article 6(1)(e) – Public Task
Specify: Public Task
Article 6(1)(c)) – Legal Obligation
Article 6(1)(e) – Public Task
The collection of market traders details are required to check proof to work, licensing, inspections, public safety purposes and enable the local authority to charge for a stall.
NYC are exercising official functions defined in law.
UKGDPR Article 9(2)(b) Employment, social security and social protection.
The legislation, policies and guidance that relates to these services include, but is not limited to:
- Transport Act 2000
- Flood and Water Management Act 2010
- Highways Act 1980
- New Roads and Street Works Act 1991
- Road Traffic Regulations Act 1981
- Town and Country Planning Act 1990
- Traffic Management Act 2004
- Wildlife and Countryside Act 1981
- Civil Contingencies Act 2004
- Road Traffic Act 1991
- Road Traffic Regulation Act 1984
- Civil Enforcement of Parking Contraventions (England) General Regulations 2007
- Licensing and Enforcement Duties - Environmental Health legislation, Trading Standards, Public Safety laws – requiring the collection and maintaining trader information to ensure compliance and protect the public including Food Safety Act 1990, Health and Safety at Work Act 1974 and Environmental Protection Act 1990, Consumer Rights Act 2015
- Part III of Food Act 1984 - primary statutory framework for local authorities to operate markets: Establish and regulate markets, collect information from traders for licensing, stall allocation and enforcement
- Local Government Act 2000 & Related Regulations 2000 - Market regulation and licensing are core statutory duties of the council
- Local Government Act 1972 - manage public services and spaces and supports the collection of trader data for administrative, financial and operational purposes
Who do we obtain your information from?
We will mainly collecting this information directly from yourself however, we may receive your personal data from third parties, for example in letters from MPs, councillors or Town/Parish councils where you have asked an official person or organisations to act on your behalf.
Who do we share this information with?
Information you provide may be shared with the following:
- Experian PLC who will undertake a search on behalf of the council for the purposes of verifying your identity
- Paragon ID who will print your bus pass and sent it to you
- NMI card payment – if you lose your pass and require a replacement. They will take payment for the reissue of your bus pass
- Police
- Cabinet Office
- Elected council members (councillors)
- MPs
- appointed consultants and contractors for the delivery of the Highways service
- North Yorkshire Fire and Rescue Service
- insurance companies and loss adjusters
- Section 50 and Section 171 are public in a redacted form
- highway searches – for example, CON29 enquiries are with external legal representatives as required by legislation
- common land and village green registers are publicly accessible (legal requirement)
- Bikeability
- DVLA, for the purpose of audit of our car park management service and enquiries to them for the purposes of issuing and dealing with a PCN
- Traffic Enforcement Centre (TEC)
- Traffic Penalty Tribunal (TPT) for the purpose of assessing your appeal
- credit reference agents for the purpose of ensuring we are writing to you at your most recent correspondence address, if you have not replied to other correspondence
- council enforcement agent suppliers
- collection agents for the purpose of enforcing an overdue payment or parking contract
- solicitors for the purpose of enforcing a parking contract or responding to a legal query
- any other duly authorised sub-contractors
How long do we keep your information for?
Bus passes
| Data held | Retention period |
|---|---|
| Customer details and records related to bus pass applications, including any supporting documents provided. | Data is kept while the customer holds a valid bus pass. If a pass is cancelled or not renewed, data is removed within 12 months |
Collision statistics
| Data held | Retention period |
|---|---|
| Details of road collisions | Permanent |
Highways
| Data held | Retention period |
|---|---|
| Customer details and records relating to enquiries and complaints about Highways services, including Major Projects, Commercial Services, Highway Operations, Network Strategy, Bridges and Design and Development and Outreach | Customer details and records relating to other Highways service enquiries (see service‑specific privacy notices for more detail) |
| Data is kept for one year after your enquiry is resolved or your complaint is concluded | Data is only kept as long as necessary to meet Highways Service obligations and is retained in line with the Records Retention and Destruction Schedule (RRDS) |
Network information and compliance
| Data held | Retention period |
|---|---|
| Register of works | Permanent |
| Utility works section 50 apparatus licences to place private apparatus | Permanent |
| Section 171 licences | Permanent |
| County searches information | 7 years |
| Register of common land and village greens | Permanent |
Road safety and travel awareness
| Data held | Retention period |
|---|---|
| Bikeability summarised school-level rider information | 7 years |
Parking services
| Data held | Retention period |
|---|---|
| Car park permits and licences | Data is kept for the permit or licence year plus one year. Personal and permit data is retained in line with council retention schedules and UK GDPR, with permit data kept for two years after expiry. PCN case data is kept for one year after closure, payment data for seven years. Retention periods are reviewed regularly |
Market traders
| Data held | Retention period |
|---|---|
| North Yorkshire Council operated markets | Market trader information is retained for one year period following the financial year |
Other relevant transparency information
For more information about how we use your data, including your privacy rights and the complaints process, please see our corporate privacy notice.