York Cares Privacy Notice

At York Cares we are committed to protecting your privacy. We protect any personal information you give us.

This notice is written in accordance with the General Data Protection Regulation 2018 and Data Protection Act, 2018.

What data do we have and where do we get your data from?

We collect personal information from our supporters and volunteers. Personal information is any information that can be used to identify you. Personal information can include your name, employer, job title, date of birth, email address, postal address, telephone number and emergency contact details. We also collect medical information from our volunteers which is classed as special category information.This information is collected to ensure that volunteering activities you undertake are suitable for you and so that we have emergency contact details should we need them.

We collect personal information from you when you sign up to our newsletter, register as a volunteer, attend our events, or when you contact us with a query.

What is our legal basis for processing your data?

Typically, data will be processed on the grounds of contractual requirement or to take steps to enter into a contract with you e.g. to register you as volunteer, because you have given us your consent (to receive a newsletter for example) or to process medical data as part of your volunteer registration.

How do we use your data?

The personal information that you provide may be used for the following purposes:

a) To send you information relating to our opportunities and activities. For example, if you have signed up to receive our newsletter, we will use your email address to send you the newsletter.

b) We will share your information and your emergency contact details with the community partner you are supporting (see next section for further information).

c) To amend or risk assess opportunities in relation to relevant medical information
you supply.

d) We will also use anonymised data we collect to develop the content, performance and usability of our website.

Who do we share your data with?

We will not sell your details to any third parties but we will share your information and your emergency contact details with the community partner you are supporting. We may also share your details with your employer (i.e. your Employer designated ‘Team Leader’ for Team Challenges). We will share your name and organisation with York Cares employer members for events you may attend. If you sign up to our Newsletter we will share your email address with our third party marketing platform, Mailjet. For more information, please see Mailjet’s privacy notice.

How do we keep your data secure?

We take information security extremely seriously and have implemented appropriate technical and organisational measures to protect personal data and special category data. Access to information is restricted on a need-to-know basis and security arrangements are regularly reviewed to ensure their continued suitability. For further information see, https://www.york.ac.uk/it-services/security/.

How long will we keep your data?

We will retain your data in line with legal requirements or where there is a business need. Retention timeframes will be determined in line with the our University’s
Records Retention Schedule.


Our website may include links to other websites not owned or managed by us. We cannot be held responsible for the privacy of information collected by websites not managed by us. Please familiarise yourself with the privacy notices contained on these sites.

If you are 18 or under

If you are under 18, please ensure that you have consent from a parent or guardian before giving us your personal information. We take particular care with such personal information relating to young people.

What rights do you have in relation to your data?

Under the General Data Protection Regulation, you have a right of access to your data, a right to rectification, erasure (in certain circumstances), restriction, objection or portability (in certain circumstances). More information on your rights can be found on the University’s Records Management and Information Governance Office webpage https://www.york.ac.uk/records-management/dp/individualsrights/

You have a right to withdraw consent. You can verify or correct information any time by contacting us (see our contact details below).

You can let us know if you would prefer not to receive these communications at any
time by contacting our office on:

York Cares
c/o Careers and Placements
University of York
YO10 5DD

Or please email info@yorkcares.co.uk or call 01904 323482

Questions or concerns

If you have any questions about this notice, or concerns around how your data is being processed, you can contact the University of York’s Data Protection Officer at

Or you contact the York Cares Manager and responsible person for data protection
York Cares Manager
c/o Careers and Placements
University of York
YO10 5DD

Or please email info@yorkcares.co.uk or call 01904 323482

Changes to this notice

We may change our privacy notice from time to time, so please check back periodically.

Right to complain

If you are unhappy with the way in which we handle your personal data, you have a right to complain to the Information Commissioner’s Office. For information on reporting a concern to the Information Commissioner’s Office, see www.ico.org.uk/concerns.

This notice was last updated in November 2020.

This privacy notice sets out the ways in which the University of York gathers, uses, stores and shares your data. If also sets out how long we keep your data what rights you have in relation to your data under the General Data Protection Regulation (GDPR).

For the purposes of this privacy notice, University of York is the Data Controller as defined in the General Data Protection Regulation. We are registered with the Information Commissioner’s Office and our entry can be found here https://ico.org.uk/esdwebpages/search. Our registration number if Z4855807

York Cares, registered charity in England and Wales (1111899). Our registered
office is York Cares, c/o Careers and Placements, University of York, York, YO10 5DD.

Cookie Policy

Please note your use of this site implies consent for the setting of cookies. By continuing to use this website you are agreeing to the processing of your personal information in accordance with this privacy notice.

What are cookies?

Our website, like many others, stores and retrieves information on your browser using ‘cookies’. This information is used to make the site work as you expect it to. It is not personally identifiable to you, but it can be used to give you a more personalised web experience.

What cookies do we use?

Our website uses three ‘Google Analytics’ cookies. They allow us to recognise and count the number of visitors and to see how visitors move around the site when they’re using it. This helps us to improve the way our website works, for example by making sure users are finding what they need easily. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.

Important: Google Analytics does not collect any personal information about your
website users. Read the Google Analytics privacy document for more details which
can be found here https://support.google.com/analytics/answer/6004245.

What happens if you don’t want to provide us with such information?

You can clear the cookies on your browser by following instructions found here https://www.aboutcookies.org/page/2/. You can also block cookies from our site, or any other site you visit, using your browser settings and this will not affect your use of our website



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