City of York Council
York Community Stadium Leisure Complex campaign
PRIVACY NOTICE

We created this privacy notice in April 2021 and will keep it under review. 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

Why is information being collected?

City of York Council is branding the new York Leisure Centre, part of the York Community Stadium Leisure Complex, so it reflects the sporting history of the city and its community links. To do this, we are working with two organisations, a design agency called Lazenby Brown; and a signage company called M4.

This privacy notice explains how we will use the information and images you give us to use in the branding of the York Leisure Centre, part of the York Community Stadium Leisure Complex.

City of York Council is working with design agency, Lazenby Brown, who will create large images and words for the exterior and interior of York Leisure Centre, part of the York Community Stadium Leisure Complex, using the photos you voluntarily share with us.

How will we use your information?

Lazenby Brown will share the images with M4 signage company, who will create the large scale images to be installed on the outside of, and inside York Leisure Centre, part of the York Community Stadium Leisure Complex.

City of York Council, Lazenby Brown and M4, may use examples of the large scale art installations to publicise the York Leisure Centre, part of the York Community Stadium Leisure Complex, and the wider city.

We may use images of the large scale art installations to create communications products such as social media posts, advertising, leaflets, digital marketing and printed marketing for the campaign or to promote York, in publications, press releases shared with the local and national media, on the organisation’s websites, in information showcasing examples of their organisation’s work.

These images and messages may then be shared further, for example by retweeting etc. When shared on social media, this will be in line with the terms and conditions of those social media sites.

We have an agreements in place with Lazenby Brown and M4 for this work and you can find out more about our partner agencies at www.lazenbybrown.com and www.m4uk.com/.

Electronic information is stored securely on our databases, systems or internal drives.

When will we share your personal information?

We will only share your personal information with other council services as appropriate e.g. Finance Services and with our partner agencies as described in this privacy notice.

We may be required or permitted, under data protection legislation, to disclose your personal data without your explicit consent, e.g. 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.

What is our lawful basis?

Your cooperation in the campaign is voluntary and we will ask for your explicit consent to take part. This means our lawful basis for using your information in the ways set out in this privacy notice, is because we have your explicit consent to do so.

You must not submit any photographs of anyone who have not given you their prior consent to do so.

You must not submit any photographs of any child (under the age of 18 years old) without the prior consent of their parent or guardian.

You must not submit any photographs of any living person who cannot knowingly give their consent without prior consent from their legal guardian’s approval.

You can withdraw your consent at any time by contacting the Communications Team on newsdesk@york.gov.uk 01904 555515.

How long do we keep your personal information?

The images you share for the purposes of the stadium branding campaign will be used to create art installations that will remain on the building for years. Once you have supplied your images, they will remain in place for the duration of the larger artwork.

LazenbyBrown will store all personal data (your images) on their web server, which is located in the LDeX data centre in London.

Any photographs we use to produce the finished artwork for the project, which you have consented for us to use, will be stored securely on our internal servers. Any photos submitted to the website for the project will only be used for this project.

Once we have concluded the project at the end of June 2021, we may pass any relevant information, including all original photographs submitted voluntarily towards the project, to the City Archives where it is required or appropriate to do so.

When we no longer have the need to keep your personal data we will confidentially and securely destroy it.

No information for this campaign will be stored outside of the UK.

Further processing

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.

Your rights

To find out about your rights under data protection law, you can go to the Information Commissioner's Office (ICO) https://ico.org.uk/for-the-public.

You can also find information about your rights at https://www.york.gov.uk/privacy.

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 foi@york.gov.uk or on 01904 554145 or write to the
Data Protection Officer
City of York Council
West Offices
Station Rise
York
YO1 6GA