Privacy Policy

Live Well York (LWY) is a community information website for adults run in partnership with 18 organisations led by the City of York Council (CYC or "we"). 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 May 2025.

The Content Management System of LWY is provided by Public Partnerships, which is a trading name of Public Consulting Group UK Limited (PCG UK). PCG UK operates a number of websites on behalf of local authorities.

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).

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

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

This privacy notice (together with our terms of use and any other documents referred to in it) tells you what to expect when we process your information when you visit LWY (regardless of where you visit from)

It is important that you read this Privacy Notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Changes to the Privacy Notice

This version was last updated on 6th December 2024. We may occasionally modify this Privacy Notice, such variations becoming effective immediately upon posting. By continuing to use the website, you will be deemed to accept any such variations. Notifications of updates to our Privacy Notice will be done through the LWY newsletter. Previous newsletters are available here. 

 

Contact Details for LWY

Full name of legal entity:	City of York Council
Name or title:	Carl Wain
Email address:	livewellyork@york.gov.uk.
Postal address:	City of York Council, Customer and Communities Directorate, Communities and Prevention, West Offices, Station Rise, York YO1 6GA
Telephone number:	01904 554595

You can contact CYC’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

Keep Us Updated

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. In order to support this process, we intend to contact directory entry owners every twelve months as a reminder.

Third-Party Links

This website may include links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

• 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 use different methods to collect data from and about you are including through:

• Direct interactions. You may give us your personal data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
• contact us through the website or otherwise (by post, email, or phone).
• complete a survey or give us some feedback.
• Automated technologies or interactions. As you interact with our website, PCG UK, on behalf of LWY, may automatically collect Technical Data about your equipment, browsing actions and patterns. PCG UK collect this personal data by using cookies, server logs and other similar technologies. PCG UK may also receive Technical Data about you if you visit other websites employing our cookies.

What personal data we process and why

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Directory Entries this may include personal information that you have agreed to make public for example contact name, address, telephone number, email address and social media accounts.
• Newsletter Mailing List is securely held by the LWY team and consists of personal information such as name, and email address.
• Feedback may include personal information, like name and contact details, when providing qualitative information.
• Personalised Booklet may include personalised information like name, address, and other contact details. It may also include additional information which may be regarded as sensitive like requests for information in large print, or braille.

Aggregated Data

We also collect, use, and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature.

CYC does not have access to internet protocol (IP) addresses which are regarded as personal information. Therefore, any aggregated data would not create a Privacy Policy consideration. 

PCG UK use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we they may aggregate your Usage Data for the City of York Council to calculate the percentage of users accessing Live Well York website.

Marketing 

We will never pass your details to any third parties for marketing purposes. We provide newsletters to those signed up to receive it about the website, any developments, and recent additions. You can at any point opt out of the newsletter by emailing livewellyork@york.gov.uk. There is a requirement to be on the mailing list if you have a directory entry to ensure we can keep you and your information up to date.

When you complete an online directory form on this website and you have provided your email address, you will be able to access your completed online form by clicking “suggest changes” at the bottom of your entry.

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

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

Automated decision making

We only carry out automated decision-making without any human intervention when your directory entry has not been reviewed for 12 months. You will receive an automated notification requesting you to review your entry, an automated reminder after two weeks and then a final automated notification stating that your entry will be unpublished. If you wish to object, then you will be required to request for your entry to be unpublished by emailing livewellyork@york.gov.uk.

Collecting information automatically

Cookies

Cookies are small text files the website can use to recognise repeat users and allow us to observe behaviour and compile aggregate data to improve the website for you. For example, cookies will tell us whether you viewed the website with sound or with text on your last visit. Cookies also allow us to count the number of unique and return visitors to our website. You can configure your Internet browser to accept or reject certain cookies or inform you when a cookie is saved. We do not cross the information recorded in the cookies with the personal information collected at the time of your registration on the website or with your online activity. Some of our local authority, business and technical partners may themselves use cookies on their own websites. We have no access or control of these cookies; therefore, we cannot accept liability for any malfunctioning of your PC or its installed web browser as a result of your access to any of the websites. More information about cookies is available in our Terms of Use.

ReciteMe stores cookie information relating to users’ preferences when accessing the website using the functionality ReciteMe provides including ‘text to speech’ for those with a visual impairment or translation services.

Children’s 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 and 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).
Article 6(1)

(a) Consent: the individual has given clear consent for us to process their personal data for a specific purpose.

(b) Contract: the processing is necessary for a contract we have with the individual, or because they have asked us to take specific steps before entering into a contract.

(c) Legal obligation: the processing is necessary for us to comply with the law (not including contractual obligations).

(e) Public task: the processing is necessary for us 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.)

Article 9(2)

(a) Explicit consent
(b) Employment, social security, and social protection (if authorised by law)
(g) Reasons of substantial public interest (with a basis in law)
(h) Health or social care (with a basis in law)

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 retain your information for as long as necessary to fulfil the purposes we collected it for.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Details of retention periods for different aspects of your personal data are available upon request from us.

You can find details on how long CYC keeps records at Retention Schedule.

Data sharing

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

• other CYC services
• other councils, government departments and agencies
• other organisations such as NHS
• 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 your information.

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

When 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. These include

• The Content Management System of LWY is provided by Public Partnerships, which is a trading name of Public Consulting Group UK Limited (PCG UK). PCG UK operates a number of websites on behalf of local authorities.
• People Places Lives Ltd
• Live Well York (LWY) is a community information website for adults run inpartnership with 18 organisations
• SurveyMonkey for surveys or consultation etc. You can find out how they use information at Privacy Notice | SurveyMonkey

Transfers of personal data

We do not routinely transfer personal data and 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 it is done in accordance with the UK data protection and privacy legislation. 

How we protect your information

We and PCG UK 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

• appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed.
• we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

• on-site security safeguards to protect physical files and electronic equipment
• training for all staff
• policies and procedures

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) For the public | ICO

You can also find information about your rights at Our Privacy Notice – City of York Council

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 at information.governance@york.gov.uk or on 01904 554145, or write to the:

 

Data Protection Officer

City of York Council 

West Offices

Station Rise

York

YO1 6GA