York SENDIASS Privacy Notice

York SENDIASS is a statutory service that works arms length to the City of York Council (CYC).  You can find more information at York SENDIASS.

York SENDIASS comes under the CYC current data protection notification which is registered with the Information Commissioner’s Office (ICO) – reference Z5809563.

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

We are committed to ensuring that your 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 process your information at York SENDIASS.

We are 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:

This privacy notice should be read in conjunction with other CYC privacy notices that are available in our Privacy Notice 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 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
• Cookies
• Email
• Unsolicited mail
• Third parties

How we collect your information

We get information about you from the following sources:

• directly from you
• from third parties acting on your behalf such as family member(s), advocates, etc

Where you complete an online form on the York SENDIASS website and you have provided your email address, we will send you a copy of your completed online form.

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What personal data we process and why

We will process your personal data and special categories of personal data such as:

• name
• postcode
• contact details e.g. phone number, email address etc
• details of the child’s educational setting
• age / date of birth
• disability
• race

When we process information relating to criminal convictions and offences, this may include details of any past criminal convictions or offences to provide the appropriate support to you.

If you choose to:

• take part in York SENDIASS user feedback, surveys, consultation, or events, we will also process your comments, feedback, and opinions.
• receive our updates and newsletters

You can withdraw your consent to these at any time by email: yorksendiass@york.gov.uk.

We will ask for your consent to take photos, video or audio record at York SENDIASS events, and you can find out more about our use of photos, video or audio recording at Communications Team including photos, filming and recording Privacy Notice.

We will use your information to deliver the York SENDIASS services and you can find details of our services York SENDIASS.

We gather feedback from parents, carers, and young people to find out views and experiences of using York SENDIASS. It is important at a local and national level that we can evidence the effectiveness of Information, Advice and Support Services (IASS). We use service feedback to shape our service to deliver the information, advice and support as part of our duties within relevant law. This will help to plan for the future of the service and help us understand what kind of impact the advice and support may have had on your child’s provision and outcomes.

All IAS Services are expected to participate in submitting feedback to the National Information, Advice Service Network (IASSN) so that individual services can benchmark their ratings against national data. The IASSN provide a range of support to local SENDIASS to help them develop and improve provision for children, young people, and their families. We only submit the responses to the questions to IASSN and do not include comments or confidential information. To know more about the IASSN visit the IASSN website.

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 such as the national IASS evaluation
• audit framework
• see how we and our partners are supporting individuals
• help design better services
• 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 Cookies 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, special category data and criminal offence data that we process about individuals is done so in accordance with one or more of the following Articles 6 and 9 and 10 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 for York SENDIASS to process their personal data for a specific purpose.
  • (c) Legal obligation: the processing is necessary for York SENDIASS to comply with the law (not including contractual obligations).
  • (e) Public task: the processing is necessary for York SENDIASS to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.
• Article 9(2)
  • (a) Explicit consent
  • (b) Employment, social security, and social protection (if authorised by law)
  • (g) Reasons of substantial public interest (with a basis in law)

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

Where we process information relating to criminal convictions and offences, this is under Article 10 UK GDPR that covers processing in relation to criminal convictions and offences or related security measures. In addition, section 11(2) of the DPA 2018 specifically confirms that this includes personal data relating to the alleged commission of offences, or proceedings for an offence committed or alleged to have been committed, including sentencing.

Some of the Schedule 1 conditions for processing special category and criminal offence data 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 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 in our Retention Schedule.

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Data sharing

We will only share your information where it is appropriate to, with:

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

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 for us, we have contracts or agreements in place with them. These include:

• Crossdata provides the case management system used by York SENDIASS. Find the Crossdata privacy policy online
• 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 consultation etc. You can find out how they use information in the SurveyMonkey Privacy Notice
• Zimma Ltd trading as Ticket Tailor for arranging and organising events etc. You can find out how they use information in the Ticket Tailor Privacy Policy
• Eventbrite for arranging and organising events etc. You can find out how they use information in the Eventbrite Privacy Policy
• Granicus/Gov Delivery to send you updates, 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 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 it 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 554145, or write to:

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