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E-Cycle Switch Privacy Notice

E-cycle Switch Privacy Notice

This privacy notice was created in July 2021 and it was last reviewed and updated in August 2022.

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.

The E-cycle Switch Scheme is offering free e-cycle trials for people considering whether to switch to using e-cycles. Discounts (grants) are available to encourage those with positive trial experiences to make the decision to switch to using an e-cycle.

The Council will collect your personal information when you apply for a free trial and a grant for a discount or agree to take part in survey and follow up surveys, and this privacy notice explains how we will use it.

Personal data

For monitoring and reporting purposes, as part of the application process, we're asking people to provide information about their current travel habits.

We'll ask for this information again after people receive their free trial and at the end of the scheme, to understand if the scheme has caused any change in travel behaviour.

Tracking devices are fitted to the trial e-cycles for the security of the e-cycles and in lieu of any deposit being paid by participants, and to track mileage covered during trials for reporting purposes.

In the survey and follow up survey we will collect:

  • your name
  • your contact details
  • your preferred choice of bike shop and e-cycle model to use
  • details about your travel habits
  • your availability to have a trial
  • whether you’re applying for a trial as a job seeker
  • your opinions, thoughts and your feedback

Participation in the surveys is voluntary and you can choose to not answer any of the questions.

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Collecting personal data

We will:

  • only ask you for the information that is necessary 
  • use tracking devices to see mileage covered during the trial period
  • protect your data and make sure nobody has access to it who shouldn’t
  • ensure you know if you have a choice about giving us information
  • make sure we don’t keep your data for longer than is necessary

We ask that you:

  • give us accurate information
  • tell us as soon as possible of any changes
  • tell us as soon as possible if you notice mistakes in the information we hold about you

If you do not provide the personal information requested by us, we may not be able to provide you with the information you need or process your application for a free trial and/or grant.

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Using personal data

The personal information you give us will be used by the council to process your grant/free trial application as you have requested.

The information we collect will be included in reports and returns to central government where required. Any information for publication or use outside of the council staff who need to use it to process your application will be anonymised and will not identify any individuals.

For the survey and follow up surveys, we will use the information you give us with your consent.

You can withdraw your consent at any time by contacting us on email: itravel@york.gov.uk.

The information collected from the surveys will be included in presentations, statistics and reports. Any presentations, reports and statistics for publication or use outside of the authorised council staff, will be anonymised and cannot be linked back to you, your family or individuals. Reports containing anonymous information may also be shared with the general public and other organisations.

We use Survey Monkey to process your applications and/or your survey responses, you can find out how they use your information by viewing the Survey Monkey Privacy Notice.

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The council collects and uses your personal data as you have applied for a free trial and/or grant and we need this information to process your application.

For the survey and follow up survey, we will collect and use your information with your consent.

You can withdraw your consent at any time by contacting us on email: itravel@york.gov.uk.

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Sharing personal data

We will only share your personal information with other council services as appropriate, for example Business Intelligence, Road Safety.

We have an agreement in place with the below listed bike shops, and we will only share your information with them as part of your trial and/or grant application process.

  • Get Cycling CIC
  • Cycle Heaven Ltd
  • The Electric Transport Shop Ltd
  • Bob Trotter Cycles Ltd (TA Giant York and Liv York)

We may be required or permitted, under data protection legislation, to disclose your personal data without your explicit consent, for example if we have a legal obligation to do so, such as law enforcement, fraud or tax investigations, regulation and licensing, criminal prosecutions and court proceedings.

We must protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, collect taxes and ensure public money is targeted and spent in the most appropriate and cost-effective way. To do this, your information may be shared with other bodies responsible for auditing or administering public funds including the Audit Commission, the Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police.

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Retaining personal data

We will keep information you give us for a free trial/grant for 7 years, and then we will delete or destroy it securely.

We will keep your responses to the survey and follow up survey for 3 years, and then we will delete or destroy it securely.

At the end of the retention period, we may pass any relevant information to the City Archives where it is required or appropriate to do so.

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Further processing of personal data

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.

Where and whenever necessary, we will seek your prior consent to the new processing, if we start to use your personal data for a purpose not mentioned in this Privacy Notice.

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Your rights relating to personal data

To find out about your rights under data protection law, you can go to the Information Commissioners Office website.

You can also find information about your rights in the City of York Council 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 554145, or write to:

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

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