MyFIS and MyFIS+ Newsletters privacy notice

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?

The MyFIS and MyFIS+ newsletter is aimed at parents and carers who live in York and have a child from pre birth up to 19 years old or up to 25 years old if the child or young person has a disability or additional need. We require personal information from you such your name and contact information in order to send the newsletter to you.

What information will we collect?

We will collect the names and dates of birth of any children you have up to the age of 19 years old (or 25 years old if your child has a disability or additional need). We may send specific targeted information to subscribers depending on the age of your child, in addition to the MyFIS and MyFIS+ newsletter you have signed up to. Additional communication could be important messages relevant to you depending on the age of one of your children such as Government announcements or matters related to health and wellbeing of children and young people.

If signing up to receive MyFIS+ we ask for additional information about your child such as the nature of your child’s disability or additional need. When you sign up to receive the MyFIS+ newsletter, you are also added to the City of York Council’s Disabled Register, which is held and maintained by York Family Information Service.

What will we do with the information?

To help shape services and meet the needs of families in York, we may share data 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.

Data we may share includes: number of families signed up to receive the MyFIS and MYFIS+ newsletter; the number of families on the disabled register; the year and quarter children on the disabled register are born; nature of disability of the children on the disabled register. Where this happens all data is anonymised.

The information we collect may be included in presentations, reports and feedback to the service and our commissioners.

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.

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 up to when your youngest child turns 19 years old (or up to 25 years old if your child has a disability or additional need) 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.