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Privacy notice for environmental services

What do we use the information for?

Fleet services holds information about individuals so that it can fulfil the following legal obligations, statutory duties and discretionary services: 

  • private vehicle MOT tests
  • taxi testing
  • driver licence checks. 

What information do we hold and use?

Fleet services collects and processes the following types of personal data in order to fulfil its legal obligations, statutory duties and discretionary services:

  • name, registration and telephone number for MOT tests
  • name, registration, address and telephone number for taxi tests
  • name, driving licence number, address and date of birth for Driver licence check. 

On what grounds do we use the information?

Fleet services has a legal obligation and statutory duty to provide individuals with certain information under a number of regulations including:

  • MOTs DVSA Driver and Vehicle Standards Agency Road traffic act 1956
  • taxi tests ERYC licensing team Transport Act 1985
  • driver licence checks, corporate manslaughter and corporate homicide act 2007 in line with the driving for work policy. 

How do we collect this information?

The personal data fleet services collects is provided by the individual upon request.

Who we share your information with?

Fleet services procures the services of various internal and external service providers to support the delivery and administration of its legal obligations, statutory duties and discretionary services and/or to comply with contractual obligations relating to them. The following internal and external service providers may be provided with your information for these purposes.

Your information will not be used for any other purpose. 

 Type of service/adviser  Name  Reasons for sharing data
MOT testing Driver and Vehicle Standards Agency (DVSA) To enable vehicle workshop to MOT a vehicle 
Taxi testing East Riding of Yorkshire Council Licensing team To enable vehicle workshops to taxi test a vehicle so that ERYC licensing can issue a taxi licence to the vehicle
Driver license checking East Riding of Yorkshire Council approved
driver licence checking company
To ensure that council employees have a valid driving licence and the correct categories of licence to enable them to drive council vehicles or their own vehicle on council duties

How long do we store it and is it secure?

Fleet services has a retention schedule in place to ensure that information is only held for as long as it is needed. For information on how long your information will be held visit the retention explained page.

Details of how we keep your information secure are available on the general privacy information page. 

What rights do you have?

Under GDPR individuals have the right to control the information held about them and how it is used. The rights that you have depend upon the grounds upon which your information is collected. All of the rights you could have are outlined on the data protection page. For the purpose of delivery and administration of fleet services legal obligations, statutory duties and discretionary services and/or to comply with contractual obligations relating to them, individuals will have the following rights:

  • The right of access - You are entitled to see the information Fleet Services holds about you and can request a copy by emailing: data.protection@eastriding.gcsx.gov.uk
  • The right to rectification - If you believe any information Fleet Services holds about you to be incorrect please email: fleet.management@eastriding.gov.uk and we will amend the information accordingly. 
  • The right to restrict processing - Should you wish Fleet Services to limit how we use your data please email: fleet.management@eastriding.gov.uk with the reason for your request. 
  • The right to data portability – Fleet Services has determined that there will be no requirement for data portability. 
  • The right to object - In addition to the right to limit the use of your data, you also have a right to object to the use of your data for certain actions. Should you wish to object please email: fleet.management@eastriding.gov.uk with the reason for your request.

Fleet services may share your information with third parties. You can object to fleet services sharing your data with these third parties but this could result in a delay or the inability to process service user requests.

Should you exercise your right to object, it will not limit the information you receive from the fleet services, as we may still be required by law to provide you with certain information. In cases such as this Fleet Services will take appropriate steps to ensure your request is complied with but that it also fulfils any legal obligation or statutory duty it has to provide you with information or services. 

Where can I find out more?

If you want to know more about how fleet services and the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. 

Contact details are available on the general privacy information page. 

Alternatively, you can contact the Information Commissioner’s Office.

Last Updated: Thursday, 31 May 2018