Thank you for your email.  Please note this is an automatically generated
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For information:

·        The timescale for responding to Freedom of Information Act (FOIA)
and Environmental Information Regulation (EIR) requests is up to 20
working days. We will contact you promptly if we need you to clarify your
request or an extension to complete a public interest test.

·        The timescale for responding to requests for a review, for FOIA
or EIR responses, is up to 20 working days. You are also able to contact
the Information Commissioner Office (ICO) contact details below:

·        The timescale for responding to your rights in relation to
personal data eg: subject access to records (SAR) request, is up to 1
month. We will contact you promptly if we require further information from
you, or an extension.

·        The timescale for responding to requests for a review, of
responses to your rights regarding personal data, is up to 1 month. You
are also able to contact the ICO, contact details below:

·        If after we complete our investigation and reply to you with our
findings, you still remain dissatisfied you can contact the ICO:

Phone:  0303 123 1113 or via their [1]live chat. Their normal opening
hours are Monday to Friday between 9am and 5pm (excluding bank holidays). 
You can also report, enquire, register and raise complaints with the ICO
using their web form on [2]Contact us | ICO

·        You can find more information about how we deal with Freedom of
Information Requests at:

[3]Make a freedom of information request – City of York Council

·        You can find the Corporate Governance Team Privacy Notice at:

[4]https://www.york.gov.uk/privacy/Corporat...

Regards

Corporate Governance Team

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Dear Ms Swinburn,
 
Please see below the response to your enquiry under the Freedom of
Information Act (FOIA).
 
Please provide:
 

 1. A table of each of the separate ‘portals’ used by the council.

Name Provider
Child Care Procedures Tri.x
Open housing Capita
My account Oracle
Parking permits and PCNs Tarranto
Online payments Civica eStore
Planning applications Idox
Registrar appointments and certificates Stopford
Waste collections calendar In-house build
Bus lane enforcement (PCN) Imperial
Benefits eForms Netsol
Council and democracy meetings and papers ModGov
Council Tax eForms Govtech
Houses in Multiple Occupation Landlord Licencing Verso
Jobs iTrent
Crematorium Book of Remembrance Dash Information Systems
Family Information Service provider portal Synergy
Parent Portal Synergy
Business licensing register Civica
York Financial Assistance Scheme (YFAS) Northgate
MyLO Learning Pool
Email updates Jadu/GovNotify

 1. Please indicate if any are linked together.

The portals for ‘Synergy’ link together in the background on child record.
No other portals link from this list
 

 1. Provide the name of the software behind each.

See table above in point 1.
 
Further question to the above FOI request:
 
All points below are consider questions and not requests for recorded
information and will not be replied to under the FOIA. However please see
below answers that may be of assistance.
 

 1. Can it be explained why some of the core functions are not provided
through one user account, and is it being proposed to use common
software so this can be achieved.

All customer functions are not provided through a single portal as this
would entail the wide-spread integration of information and processes for
all Council systems listed, and has technical, cost, and support
challenges. Options for providing better functions for customers are
constantly being considered by services.
 
Questions regarding resident parking permits:
 

 A. Can you explain why pensioner travel passes are not in the list of
approved documents for checking age?

Bus passes are not a recognised form of identification as with most other
systems. They are simply bus passes.
 

 A. Can you also clarify how a password that citizens can input themselves
is not an option in this *service*?

All customers are asked to input a memorable password that has to meet a
minimum level of complexity, such as a password longer that 8 characters,
contains a letter, symbol and a capital letter for example.
 

 A. Can it be clarified when the system will be updated?

There is no update from the supplier when the system will be updated but
York Council is hoping later this year. However, I can confirm that a new
project manager from the councils supplier has been brought in and the
council is in continued discussions with them. Further information on
this can be found on the internet including the following:-
[1]Proof of identity checklist - GOV.UK (www.gov.uk)
 
If you are dissatisfied with our response you have the right to ask for an
independent review of how your enquiry was handled and responded to. This
can be done by contacting us at [2][City of York Council request email]
within 40 working days of receiving your response, stating your reason(s)
why you are dissatisfied.
 
If you remain dissatisfied following the internal review response you can
contact the Information Commissioner, contact details below:
 
Phone:  0303 123 1113 or via their [3]live chat. Their normal opening
hours are Monday to Friday between 9am and 5pm (excluding bank holidays). 
You can also report, enquire, register and raise complaints with the ICO
using their web form on [4]Contact us | ICO
 
Yours sincerely,
 
Information Governance Advisor.
t: 01904 554145 | e: [5][City of York Council request email]
 
City of York Council  |  Corporate Governance Team
West Offices  | Station Rise | York YO1 6GA
[6]www.york.gov.uk | [7]facebook.com/cityofyork | [8]@CityofYork
 
 
You can find information about how the Corporate Governance Team uses your
personal information at
 
[9]https://www.york.gov.uk/privacy/Corporat...
 
 
 
 
 
 
 
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Thank you for your email.  Please note this is an automatically generated
receipt to let you know we have received your email.

For information:

·        The timescale for responding to Freedom of Information Act (FOIA)
and Environmental Information Regulation (EIR) requests is up to 20
working days. We will contact you promptly if we need you to clarify your
request or an extension to complete a public interest test.

·        The timescale for responding to requests for a review, for FOIA
or EIR responses, is up to 20 working days. You are also able to contact
the Information Commissioner Office (ICO) contact details below:

·        The timescale for responding to your rights in relation to
personal data eg: subject access to records (SAR) request, is up to 1
month. We will contact you promptly if we require further information from
you, or an extension.

·        The timescale for responding to requests for a review, of
responses to your rights regarding personal data, is up to 1 month. You
are also able to contact the ICO, contact details below:

·        If after we complete our investigation and reply to you with our
findings, you still remain dissatisfied you can contact the ICO:

Phone:  0303 123 1113 or via their [1]live chat. Their normal opening
hours are Monday to Friday between 9am and 5pm (excluding bank holidays). 
You can also report, enquire, register and raise complaints with the ICO
using their web form on [2]Contact us | ICO

·        You can find more information about how we deal with Freedom of
Information Requests at:

[3]Make a freedom of information request – City of York Council

·        You can find the Corporate Governance Team Privacy Notice at:

[4]https://www.york.gov.uk/privacy/Corporat...

Regards

Corporate Governance Team

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *
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Hello Ms Swinburn,
 
I can see by our response dated the 12^th June 2023 the council has
provided a table with the list of Portals used and the software suppliers
related to each.
 
Therefore, it is not very clear what about the council response to a
request for recorded information you are dissatisfied with.
 
Before I can investigate the council response I will require you clearly
clarify your points of dissatisfaction.
 
The 20 working days for compliance with a review request will commence on
receipt of this information. 
 
Regards
 
Information Governance Advisor.
t: 01904 554145 | e: [1][City of York Council request email]
 
City of York Council  |  Corporate Governance Team
West Offices  | Station Rise | York YO1 6GA
[2]www.york.gov.uk | [3]facebook.com/cityofyork | [4]@CityofYork
 
 
You can find information about how the Corporate Governance Team uses your
personal information at
 
[5]https://www.york.gov.uk/privacy/Corporat...
 
 
 
 
 
 
 
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