Resident Travel Scheme Privacy Notice

Resident Travel Scheme Privacy Notice

City of York Council (CYC) complies with the UK General Data Protection Regulations (UK GDPR) and the Data Protection Act 2018, and is registered with the Information Commissioner’s Office (ICO), reference: Z5809563.

We regularly review this privacy notice, and it was last updated in July 2025.

CYC is committed to ensuring that 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, when you take part in the Resident Travel Scheme.

However, the information we will process about you will vary depending if you apply for free bus travel, a discount on a bicycle or equipment purchase, or free initial use of the car club.

CYC is the controller for the personal data we process, unless otherwise stated. You can contact the council’s Data Protection Officer at:

Telephone: 01904 555719.

Email: information.governance@york.gov.uk.

This privacy notice should be read in conjunction with other relevant specific privacy notices that are available in our Privacy Notice.

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

• How we collect your information
• What personal data we process and why
• Automated decision-making
• Collecting information automatically
• Children's 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 we collect your information

We get information about you directly from you when you apply for:

• free bus travel
• a discount on a bicycle or equipment purchase
• free initial use of the car club

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What personal data we process and why

To encourage sustainable travel, CYC occasionally offers a period of free bus travel in York, a discount on bicycle or equipment purchase, or initial free use of the car club.

This is specifically for the first residents of some new housing estates or blocks.

As a potential applicant you will have been contacted by CYC about the offer with information about how the process works, the criteria for applying, and details of what you can apply for.

We will ask you for information that is necessary to consider your application such as:

• your name
• contact details
• address and home postcode
• information relevant to your application

When we identify it is relevant, we may also process certain ‘special category’ data such as:

• disabilities and/or accessibility requirements

We will also ask you what kind of bus, cycle or car club journeys you intend to make, and how you make those journeys now. We will use your home postcode to see where your journeys begin. This will help us understand whether, for everyone taking part, the offer will increase bus use and cycling.

We will also use your contact details to send you a follow up questionnaire to get your feedback about whether the bus, cycle or car club offer helped you and whether it affected how you travel.

We will use your comments, feedback and opinions if you choose to take part in our surveys or consultations. You can withdraw your consent to these at any time by contacting us on email: itravel@york.gov.uk.

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

We will inform you if your call is being recorded and you can find more details about our call recording in the CYC Call Recording Privacy Notice.

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Automated decision-making

We do not carry out any automated decision making without any human intervention when you apply for free limited bus travel in York, or a discounted bicycle or equipment purchase.

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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).

The legal basis for processing your personal data is in accordance with the following:

• Article 6 (1) (a) - Consent of the data subject
• Article 6 (1) (e) - Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
• Article 6 (1) (f) - Necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject

The legal basis for processing your special category data is in accordance with the following:

• Article 9 (2) (a) - Explicit consent of the data subject, unless reliance on consent is prohibited by EU or Member State law
• Article 9 (2) (g) - Processing is necessary for reasons of substantial public interest on the basis of Union or Member State law which is proportionate to the aim pursued and which contains appropriate safeguards

Some of the Schedule 1 conditions for processing special category and criminal offence data require an Appropriate Policy Document (APD) to be in place, that 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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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 more details about how long the council keeps records in the council retention schedule.

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Data sharing

We will only share your personal information with other council services as appropriate, for example Finance Services.

We may also share summary statistics with property developers. This will not identify you or individuals.

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. For example, we may share information about you with HMRC for the purpose of collecting tax and national insurance contributions.

We will always satisfy ourselves that we have a lawful basis on which to share the information and document our decision making and satisfy ourselves we have a legal basis on which to share the information.

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

Where we have third parties providing parts or all of our services for us, we will have contracts in place with them.

• Zoom Pro or Business version of Zoom (version 5) to host some public facing meetings and training sessions across different services in the council. Where these meetings are recorded, recordings will be kept locally on our server and will not be retained by Zoom. See Zoom’s Privacy Statement and Zoom's Certifications
• Microsoft Teams, to contact you, to gather information from you, or if we are recording or transcribing our discussion or meeting with you, we will let you know. You can find more details about this in the City of York Council Microsoft Office 365 (MS365) Teams Meeting recording and transcription privacy notice
• SurveyMonkey, for surveys or consultations. You can find out how they use information in the SurveyMonkey Privacy Notice
• Zimma Ltd, trading as Ticket Tailor, for arranging and organising events. You can find out how they use information in the Ticket Tailor Privacy Policy
• Eventbrite, for arranging and organising events. You can find out how they use information in the Eventbrite Privacy Policy
• Delib’s CitizenSpace digital citizen engagement platform. You can find out how they use information in the Delib Privacy Notice
• Granicus Gov Delivery, to send you updates and newsletters etc. You can find out how they use information in the Granicus Privacy Policy
• WhatsApp, to contact you. You can find out how they use information in the WhatsApp Privacy Policy

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Transfers of personal data

We don’t 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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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 Commissioner's Office website.

You can also find information about your rights in our Privacy Notice.

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: information.governance@york.gov.uk, or on telephone: 01904 555719, or write to:

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