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Privacy notice

City of York Council (CYC) current data protection notification is registered with the Information Commissioner’s Office (ICO) – reference Z5809563. We regularly review this privacy notice, and it was last updated in February 2024.

CYC 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. It applies to the York Mansion House.

CYC is the controller for this information unless we specifically state otherwise in this privacy notice.

You can contact the council’s Data Protection Officer at:

West Offices
Station Rise
York
YO1 6GA

Telephone: 01904 554145.

Email: [email protected].

This privacy notice should be read in conjunction with other relevant CYC privacy notices and/or policies and procedures.

When appropriate we will provide a ‘just in time’ notice to cover any additional processing activities not mentioned in this document.

We get your information directly from you.

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We will collect your personal data such as:

  • name
  • address
  • contact details (email and/or phone number)

We may also ask for special categories of personal data, for example if you have any access requirements.

We will use your information to provide the York Mansion House services such as

  • guided tours
  • when you book and/or pay for a York Mansion House event
  • when hiring the mansion House
  • ensuring the correct visitor is on the tour

We operate CCTV at the Mansion House, and you can find more details about this at CCTV Privacy Notice.

We also undertake customer surveys and when we do, we will always ask for your consent to take part. You can withdraw your consent at any time by contacting us at email: [email protected].

The information we collect may be included in presentations, statistics, and reports. Any presentations, reports and statistics 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.

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We do not carry out any automated decision-making in York Mansion House.

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Please see our Cookies Policy for further information about the information we collect automatically when you use our website.

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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.

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Any personal data including special category data that we process about individuals is done so in accordance with Article 6 and Article 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 council to process their personal data for a specific purpose.

The legal basis for processing your special category data is in accordance with the following:

  • Article 9(2) Explicit consent: the individual has given clear consent for the council to process their personal data for a specific purpose

Some of the Schedule 1 conditions for processing special category 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 provides further information about this processing.

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We will only keep your information for as long as it is needed.

Your booking details will be stored by TYGtickets for 12 months after the purchase date and we will be able to access your details on that system.

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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.

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Where we have third parties providing parts or all of our services for us, we have contracts in place with them.

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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.

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We're 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 councillors
  • policies and procedures

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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, please contact us on email: [email protected], or on telephone: 01904 554145, or write to:

Data Protection Officer
City of York Council
West Offices
Station Rise
York YO1 6GA

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