01904 554277 york.learning@york.gov.uk


York Learning – COVID-19 Testing at home of learners- Privacy Statement

York Learning
Author: Will Harris
Date of Publication: 04/05/2021
Next date of review August 2022

City of York Council – privacy notice for York Learning and lateral flow home testing

City of York Council (CYC) complies with data protection legislation and is the registered ‘Controller’. Our current data protection notification is registered with the Information Commissioner’s Office (ICO) – reference Z5809563.  This privacy notice was first issued in February 2021 and we will keep it under review.


Why we need to process your personal information

The UK is currently experiencing a public health emergency as a result of the coronavirus (COVID-19) pandemic. It is therefore critical that organisations take a range of measures to keep everyone safe.

To help do this, York Learning will offer you a supply of home test kits to use twice weekly.

Our lawful basis for processing your information as set out in this privacy notice, is to carry out our public authority functions and tasks or our legitimate interests.


What personal information will we collect and how will we use it  

We will use information we already hold

  • to offer you the home testing kits
  • to provide you with your test kit
  • receiving and processing your test
  • returning your results to you
  • sharing results with Public Health England to help plan and respond to coronavirus
  • undertaking quality assurance of the testing process, for example clinical process assurance
  • analysis to support operational decisions to improve the full end-to-end testing process

The kit will have a unique reference number, and once you have self-administered the test, you will need to follow the instructions on the kit.

It will be up to you to inform directly NHS Test and Trace with your results.

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


Sharing personal information

We will not share the information collected for any other purpose outside of 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 investigations, regulation and licensing, criminal prosecutions and court proceedings.


How we store your personal information

The information used for the provision of home testing kits will only be stored securely in the council network.


How long we will keep your information

We will only keep this information for as long as is necessary and then we will securely and confidentially destroy it.

Where required or appropriate to, at the end of the retention period, we will pass onto the City Archives any relevant information.


Your rights

You have a number of legal rights under Data Protection law and you can find out more about these on the Information Commissioners Office (ICO) website at https://ico.org.uk/for-the-public/

If you have any questions about this Privacy Notice, want to exercise any of your legal rights, or if you have a complaint about how your personal data has been used, please contact us at foi@york.gov.uk or phone  01904 554145  or write to;

Data Protection Officer
City of York Council
West Offices
Station Rise