Mansion House Privacy Notice

Mansion House 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 January 2026.

CYC is committed to ensuring that your information 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 by email: [email protected], telephone: 01904 555719, or write to:

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

This privacy notice should be read in conjunction with other relevant CYC privacy notices that are available in our Privacy Notice 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 information about you from the following sources:

  • directly from you
  • from third parties acting on your behalf such as family member(s), advocates, councillors, MPs etc
  • from other organisations such as NHS and the Police
  • from our commissioned partners or contractors who undertake work on our behalf

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We process the following personal data and ‘special categories’ of personal data:

  • name
  • address
  • contact details (email and/or phone number)
  • your comments, feedback and opinions if you choose to take part in our surveys, consultation or events
  • your photo, video and or audio recordings
  • mobility or 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
  • when you purchase items through Museum Shops UK

We will ask for your consent:

  • to take part in surveys, consultation or other events
  • to take your photo, video and or audio record

You can find more information about how the council uses photos, videos and audio recordings in the Communications Team including photos, filming and recording Privacy Notice.

You can withdraw your consent at any time by email: [email protected].

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

When you complete an online form on the council’s website and you have provided your email address, we will send you a copy of your completed online form.

Artificial Intelligence

We may use Artificial Intelligence (AI) technologies to support or enhance council services. Where AI is involved in a process that directly affects your interaction with us, we will inform you before your user journey begins. This ensures transparency and helps maintain trust in how we use AI.

Our use of AI complies with the UK General Data Protection Regulation (UK GDPR), including the principles of lawfulness, fairness, transparency, accountability, and accuracy. We conduct Data Protection Impact Assessments (DPIAs) where AI systems are likely to result in high risks to individuals’ rights and freedoms, such as automated decision-making or profiling.

If generative AI tools are used, we do not use personal or end-user data to train AI models. This helps ensure compliance with the purpose limitation and data minimisation principles under UK GDPR.

AI for Staff Productivity and Accessibility

Where AI tools are used solely by staff to assist with drafting, research, or accessibility - for example, to improve writing efficiency or summarise information - these uses do not form part of a business process that affects service delivery or decision-making. As such, no specific notification will be provided for these internal productivity uses.

These uses are considered low risk and do not involve automated decision-making that produces legal or similarly significant effects. They are also subject to internal governance and safeguards to ensure responsible use.

Examples include:

  • drafting internal reports or meeting notes
  • summarising lengthy documents for quicker review
  • assisting with spelling, grammar, or formatting tasks

We may use your information to create reports and statistics that are anonymous and cannot be linked back to you or individuals such as:  

  • for statistical analysis
  • for statutory returns
  • for audit frameworks
  • to see how the council and its partners are supporting individuals
  • to help design better services
  • to inform funding decisions

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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 one or more of the following Articles 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 council to process their personal data for a specific purpose
    • (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 does not apply to any of the council’s official tasks)
  • Article 9(2)
    • (a) Explicit consent: the individual has given clear consent for the council to process their personal data for a specific purpose
    • (g) Reasons of substantial public interest (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 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 then it will be securely and confidentially deleted or disposed of.

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.

You can find more details about how long the council keeps records in the Council retention schedule page.

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We will only share your information where it is appropriate to, with:

  • other CYC services
  • other councils, government departments and agencies
  • third parties including our data processors, partners or contractors, who undertake work on our behalf
  • internal and external auditors

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, systems, software, platforms, applications (apps) etc for us, we have contracts or agreements in place with them.

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We do not routinely transfer personal data or special categories of 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.

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 555719, or write to:

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

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By using our website you are consenting to certain types of cookie being placed on your device. See our Cookies Policy.

Where our website links to external resources or websites, these may add their own cookies. These are outside our control. Cookies can be disabled by changing the settings in your browser, but you may need to re-enter information at times.

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Emails that we send to you or you send to us, may be retained as a record of contact and your email address stored for future use in accordance with our record retention schedules. If we need to email sensitive or confidential information to you, we may perform checks to verify the correct email address and may take additional security measures.

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You will not receive unsolicited paper or electronic mail as a result of sending us any personal data while using our website, unless you have given us permission to do this.

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We do not pass personal data to third parties for marketing, sales or any other commercial purposes without your prior explicit consent.

If we have to share your personal data externally, we require any third party to comply with the principles of data protection legislation, and our procedures and instructions, when they use your information on our behalf.

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