Information Service, service evaluation feedback

The Local Area Teams Information Service comprises of York Family Information Service and Information Service for Children and Young People. This privacy notice relates to the service evaluations received by anyone who has contacted the Information Service.

We will keep this privacy notice under regular review; it was last updated in August 2020. When we use your personal data, City of York Council (CYC) complies with data protection legislation and is the registered controller. Our data protection notification is registered with the Information Commissioner’s Office (ICO) – reference Z5809563.

Why will information be collected?

We conduct the Service Evaluation and ask for feedback after each enquiry made to the Local Area Team Information Service, which comprises of the Information Service for Young People and the Family Information Service, to improve our service. We would like to take your views into consideration when doing this. This means we need to tell you what we will do with the personal data we collect and get your consent for this.

Participation in the Local Area Teams Information Service, Service Evaluation is voluntary and we will only use the information you give us for the purposes set out in this Privacy Notice.

What information will we collect?

The Local Area Teams Information Service, Service Evaluation will ask you for your comments, opinions and feedback on the service you have received. We also ask for information whether you are a parent/carer or practitioner, which part of the city you live in, whether any of your children have disabilities or additional needs. We may also ask for details of your gender, ethnicity, and whether you consider yourself to have a disability.

Your participation is voluntary and you can choose to not answer some or all of the Service Evaluation questions.

What will we do with the information?

The information we collect may be included in presentations, reports and feedback to the service and our commissioners. This may also be shared with some of our partner agencies who contribute to or have an interest including other departments within the City of York Council, York Hospital NHS Foundation Trust, local schools, colleges and Healthy Child Services from other localities. Reports containing anonymous information may also be shared with the general public and other organisations.

We never use your name or any other personal identifiable information in any presentations or reports, as personal data will be anonymised and will not identify any individuals.

We will not use the data for any other purpose than stated and will not disclose to a third party ie other companies or individuals, unless we are required to do so by law for the prevention of crime and detection of fraud, etc.

If you are completing the Service Evaluation using Survey Monkey, to find out how they use your information, please visit: https://www.surveymonkey.com/mp/legal/privacy-policy/?ut_source=footer

When you visit https://www.surveymonkey.co.uk/r/Localareateam City of York Council uses a third-party service known as Google Analytics to record your visit. We also use “Cookies’ which are small text files that are placed on your computer when you visit a website. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. To find out more about our use of Google Analytics and Cookies please see http://www.yor-ok.org.uk/2014%20YorOK%20Website/privacy-notices.htm

Who do we share data with?

Wherever possible we will discuss with you the reasons for sharing information and ask for your explicit consent. However, we may be required or permitted under the Data Protection Act 1998/General Data Protection Regulation to disclose your personal information without your explicit consent e.g. if we have a legal obligation to do so such as crime prevention or, in some circumstances, when we feel that you or others are at risk.

You can find out more about how the City of York Council uses your information at https://www.york.gov.uk/privacy

Storage of information

We will keep the information you give us in CYC’s secure network drive and make sure it can only be accessed by authorised staff.

How long will we keep the information?

We will keep the information you give us for up to three years and then will remove it from our system. Where required or appropriate, at the end of the retention period we will pass onto the City Archives any relevant information.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, we will provide you with a new notice explaining the purpose prior to commencing the processing and the processing conditions. Where and whenever necessary, we will seek your consent prior to the new processing.

Your rights

To find out about your rights under data protection law, you can go to the Information Commissioners Office (ICO): https://ico.org.uk/for-the-public/

You can also find information about your rights at https://www.york.gov.uk/privacy

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 foi@york.gov.uk

or on 01904 554145 or write to:

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