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Privacy notice for Transportation Services

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What do we use the information for?

Transportation services collects, processes and holds your personal information in order to provide our services effectively. These include the following:

  • Home to school transport

  • Special educational needs transport

  • Adult services transport (day care)

  • Alternative provision transport (excluded children)

  • Looked After Children (LAC) transport

  • National bus passes

  • Free disabled bus passes

  • Demand responsive transport

  • Wheelchair passports.

We also use information to improve our services so that they are more appropriate to people’s requirements. We recognise that your personal information is important to you, and we take our responsibilities for ensuring that we collect and manage it proportionately, correctly and safely very seriously.

What information do we hold and use?

We collect and process the following information:

  • Personal information (such as full name, date of birth)
  • Location data (such as full residential address)
  • Contact details (such as email address, telephone number)
  • Photographs for identification purposes
  • Bank details for invoicing/payments
  • Information relating to health in order to assess eligibility for services
  • Appointment information for health-related services.

On what grounds do we use the information?

Transportation services collects and lawfully processes your personal information under the following:

  • Transport Act 1985

  • Children Act 1989

  • Children Act 2004

  • Care Act 2014

  • Concessionary Travel Act 2007

  • Licensing Act 2003.

We process personal data for the following reasons:

  • GDPR Article 6(1)(a) – the data subject has given consent to the processing of his or her personal data for one or more specific purposes
  • GDPR Article 6(1)(b) – processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract
  • GDPR Article 6(1)(c) – processing is necessary for compliance with legal obligation to which the East Riding of Yorkshire Council is subject
  • GDPR Article 6(1)(e) – processing is necessary for the performance of a task carried out in the public interest in the exercise of official authority vested in the controller
  • GDPR Article 6(1)(f) - processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party.

We process special category data for the following reason:

  • GDPR Article 9(2)(a) - the data subject has given explicit consent to the processing of those personal data for one or more specified purposes, except where Union or Member State law provide that the prohibition referred to in paragraph 1 may not be lifted by the data subject.

How do we collect this information?

We may collect information in the following ways:

  • Paper, electronic or online forms
  • CCTV
  • Use of audio monitoring equipment
  • Email
  • Telephone
  • Face-to-face, with one of our employees, or one of our partners.

Who do we share your information with?

We may disclose your information to others, but only where this is necessary either to comply with our legal obligations or as permitted by Data Protection legislation. We may share it with other public service bodies including the police, accredited external service providers, schools/ academies/ further education establishments and other local authorities.

The reasons why we may share your data with other public bodies are as follows:

  • To protect vulnerable adults who may be at risk of harm or abuse
  • To improve our understanding of your needs to enable us to inform you of other relevant services
  • To monitor and improve our performance and delivery of services
  • For the prevention and or detection of crime
  • Where necessary to protect individuals from the risk of harm or injury
  • Where otherwise permitted under the General Data Protection legislation.

We will only disclose your information to a third party if we are legally required to do so, or where we have good reason to believe that failing to share the information would put you or someone else at risk of harm.

We will not pass your personal information to external organisations for marketing or sales purposes or for any commercial use without your prior expressed consent.

How long do we store it and is it secure?

Transportation services has a retention schedule in place to ensure that information is only held for as long as it is needed. We will not keep your information for longer than is required to by law. Your information will be disposed of in a controlled and secure manner in accordance with the council’s Records Management and Data Quality Policy. The council’s IT security and confidentiality policies ensure that your information is protected, and accessed only by staff directly involved in your case.

For information on how long your information will be held, visit the retention page.

What rights do you have?

The rights that you have depend upon the grounds in which we collected your information. All of the rights you could have are outlined on the data protection rights page.

In most cases, people who have been involved with transport services will be covered by the following rights:

  • The right of access - you are entitled to see the information that we hold about you
  • The right to rectification - we will amend information accordingly, if any information the service holds about you is incorrect
  • The right to restrict processing - you may wish to limit how we use your data
  • 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
  • The right to erasure/right to be forgotten – in certain circumstances, you may be able to ask for some of the information we hold to be deleted. The service has determined that all requests to permanently delete a service user record will be dealt with on an individual basis

To exercise any of your above rights, please visit the data protection rights pages for more information.

Where can I find out more?

If you would like to know more about how 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. Alternatively, you can contact the Information Commissioner's Office (ICO). The ICO is the UK’s independent authority set up to uphold information rights in the public interest and they handle public concerns regarding organisations information rights practices.

Information Commissioner’s Office (external website)

When was this privacy notice last updated?

We will continually review and update this privacy notice to reflect any changes in our services, feedback from customers, and to comply with any changes in the law. This privacy notice was last updated on 28 March 2023.

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