York SENDIASS Privacy Notice

York SENDIASS use - 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 August 2026.

York SENDIASS and the 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 York SENDIASS service user feedback.

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 email: information.governance@york.gov.uk, or telephone: 01904 554145, 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 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.

How we collect your information

We get information directly from you when you take part in our feedback, this can be done:

  • using the link on the SENDIASS website
  • using the link on the emails from the SENDIASS team
  • QR code
  • using a paper copy of the survey and free return post envelope
  • or by phone

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What personal data we process and why

As part of this survey, we will collect

  • your name if you chose to provide
  • your contact details if you chose to provide
  • your opinions and thoughts
  • your feedback

We will use these in some or all of the following:

We will only submit the responses to the questions to our National Information, Advice and Support Network (IASSN) and do not include comments or confidential information.

To know more about the IASSN please visit their website at www.IASSNetwork.org.uk

The questionnaire has been developed by the (IASNN) and asks about your experience using the below six questions:

  • Getting in touch with us
  • The support we offered you
  • How neutral, fair and unbiased di you think we were
  • What difference do you think our information, advise or support made to you
  • How likely is it that you would recommend the service to others
  • Overall, how satisfied are you with the service we gave
  • Any additional comments you would like to add

If you have completed a paper survey, once you complete and return it to us, we will transfer the information you have given us onto the council’s secure network and then destroy confidentially the paper copy.

As we are using the information you give us with your consent, you can withdraw your consent at any time by contacting

E: yorksendiass@york.gov.uk

P: 01904 554312 (24 hrs answer machine)

Use of Artificial Intelligence (AI)

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 SENDIASS and other services are supporting individuals
  • to help design better services
  • to inform funding decisions

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Automated decision-making

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

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Collecting information automatically

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

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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.

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Lawful basis for processing your personal data

Any personal data including special category data that we process about individuals is done so in accordance with one or more of the following Article 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 to the council to process their personal data for a specific purpose
  • Article 9(2)
    • (a) explicit consent - the individual has given clear consent to the council to process their special categories of personal data for a specific purpose

This is supported by Schedule1, Part 2 (6) of the Data Protection Act 2018 and the following legal framework:

  • Children and families act 2014
  • SEND Regulations 2014
  • SEND Code of Practice 2014

Some of the Schedule 1 conditions for processing special category 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.

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How long we keep your personal data

We will only keep your information for as long as it is needed then it will be securely and confidentially deleted or disposed of.

You can find details on how long the council keeps records at Council retention schedule – City of York Council

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Data sharing

We will not share your information unless we have consent by you or we have safeguarding concerns and will only share your information where necessary with:

  • other relevant CYC services
  • other councils, government departments and agencies
  • other organisations such as NHS and the Police
  • third parties including our data processors, partners or contractors, who undertake work on our behalf

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.

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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

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Transfers of personal data

We do not routinely transfer personal data, special categories of personal data or criminal offence 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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How we protect your information

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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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 01904 554145, or write to the:

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

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