Shape Homes York Privacy Notice

City of York Council (CYC) works with Sequence UK Ltd, trading as William H Brown (WHB) to deliver the Shape Homes York services. You can find more details about Shape Homes York.

CYC 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).

CYC regularly review this privacy notice and it was last updated in September 2025.

This privacy notice tells you what to expect when we process your information.

CYC is registered with the Information Commissioner’s Office (ICO), reference: Z5809563.

Sequence UK Ltd trading as William H Brown (WHB) is registered with the Information Commissioner’s Office (ICO), reference Z8920800.

You can contact CYC’s Data Protection Officer by email: [email protected], telephone: 01904 555719, 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 CYC privacy notices that are available at Privacy Notice, Sequence Privacy Notice and William H Brown Privacy Notice.

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

CYC gets information about you from the following sources.

Directly from you:

  • when you visit our website
  • when you contact us in writing, speak to us on the phone, by email or any other type of electronic communication, or talk to us face to face
  • when you take part in any of our surveys, consultation or events

CYC do not collect information when you use a link in our website to other externally operated websites. If you transfer to another site, please read their Privacy information

From third parties:

  • acting on your behalf such as family members, advocates etc
  • from our commissioned partners or contractors who undertake work on our behalf

Top of page

CYC will only process the information that is necessary to provide Shape Home York services such as

  • name
  • current and previous address
  • contact details
  • date of birth
  • health or medical information

When you complete an online form on our website and you have provided your email address, we will send you a copy of your completed online form.

CYC will ask for your consent:

CYC may use your information to create reports and statistics that are anonymous and cannot be linked back to you, or individuals such as:

  • statistical analysis
  • statutory returns
  • audit framework
  • help design better services
  • inform funding decisions

Top of page

CYC do not carry out any automated decision-making without any human intervention in the Shape Home York services.

Top of page

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

Top of page

Where CYC 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.

Top of page

Any personal data and special category data that CYC processes about individuals is done so in accordance with one or more of the following Articles 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 CYC to process their personal data for a specific purpose.
    • (e) Public task: the processing is necessary for CYC to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.
    • (f) Legitimate interests: the processing is necessary for CYC’s legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests. (This does not apply for CYC processing data to perform our official tasks.)
  • Article 9(2):
    • (a) Explicit consent
    • (g) Reasons of substantial public interest (with a basis in law)

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.

The Appropriate Policy Documents for CYC which provides further information about this processing can be found at
Our Appropriate Policy Document.

Top of page

CYC 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 CYC keeps records at Retention Schedule.

Top of page

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

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

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

CYC will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.

In some circumstances, such as under a court order or safeguarding, CYC are legally obliged to share your information.

Additionally, CYC 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.

Top of page

When CYC have third parties providing parts or all of our services, systems, software, platforms, applications (apps) etc for us, CYC has contracts or agreements in place with them. These include:

Top of page

CYC do not 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 it is done in accordance with the UK data protection and privacy legislation.

Top of page

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

Top of page

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: [email protected], or on telephone: 01904 555719, or write to:

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

Top of page

By using our website you are consenting to certain types of cookie being placed on your device. See our  Cookies Policy.

Where our website links to external resources or websites, these may add their own cookies. These are outside our control. Cookies can be disabled by changing the settings in your browser, but you may need to re-enter information at times.

Top of page

Emails that we send to you or you send to us, may be retained as a record of contact and your email address stored for future use in accordance with our record retention schedules. If we need to email sensitive or confidential information to you, we may perform checks to verify the correct email address and may take additional security measures.

Top of page

You will not receive unsolicited paper or electronic mail as a result of sending us any personal data while using our website, unless you have given us permission to do this.

Top of page

We do not pass personal data to third parties for marketing, sales or any other commercial purposes without your prior explicit consent.

If we have to share your personal data externally, we require any third party to comply with the principles of data protection legislation, and our procedures and instructions, when they use your information on our behalf.

Top of page

Terms and conditions