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Privacy notice for transportation services

What do we use the information for?

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

  • Home to school transport
  • Special educational needs transport
  • Adult services transport (day care)
  • Alternative provision transport (excluded children)
  • Looked After Children Transport (LAC)
  • National bus passes
  • Free disabled bus passes
  • Demand responsive transport
  • Wheelchair passports.  

What information do we hold and use?

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

  • Name, date of birth, address, gender
  • Photographs for identification purposes
  • E-mail address (preferred method of communication)
  • Bank details for invoicing/payments
  • Health information to assess eligibility for services
  • Appointment information for health related services.  

On what grounds do we use the information?

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

  • Transport Act 1985
  • Children Act 1989
  • Children Act 2004
  • Care Act 2014
  • Concessionary Travel Act 2007
  • Licensing Act 2003. 

How do we collect this information?

Most of the personal data transportation services collects and processes are provided by schools, other council departments, external service providers and by members of the public wishing to make use of the services we provide. If data collected is not mandatory and is provided to us on a voluntary basis we will inform you that you have a choice whether to provide this.

Who do we share your information with?

Transportation 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
Tell us Once East Riding of Yorkshire Council To enable transportation services to be notified of the death of a service user
Auditor East Riding of Yorkshire Council To facilitate the statutory duty of the auditing of transportation services annual report, statement of accounts and internal controls.
Pupil services
East Riding of Yorkshire Council
Delivery and administration of transportation services legal obligations, statutory duties and discretionary services and/or to comply with contractual obligations relating to them.
Licensing team East Riding of Yorkshire Council Safeguarding children, young people and adults
LADO (Local Area Designated Officer) East Riding of Yorkshire Council Safeguarding children, young people and adults
 Social services East Riding of Yorkshire Council Safeguarding children, young people and adults
 Police Humberside police Safeguarding children, young people and adults
Other local authorities Various Safeguarding children, young people and adults
National bus passes YORCard Provide a back office management service for national bus passes 
Accredited external service providers Various Delivery and administration of transportation services legal obligations, statutory duties and discretionary services and/or to comply with contractual obligations relating to them.
Primary & secondary schools Various Delivery and administration of transportation services legal obligations, statutory duties and discretionary services and/or to comply with contractual obligations relating to them.
Adult Day Centres Various Delivery and administration of transportation services legal obligations, statutory duties and discretionary services and/or to comply with contractual obligations relating to them.
Further education establishments Various Delivery and administration of transportation services legal obligations, statutory duties and discretionary services and/or to comply with contractual obligations relating to them.

 In certain circumstances service providers, professional advisers and auditors may also be classed as data controllers.

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

The council’s IT security and confidentiality policies ensure that your information is protected, and available only to staff directly involved in your care.  

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

What rights do you have?

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 rights page. For the purpose of delivery and administration of transportation 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 Transportation Services holds about you and can request a copy by emailing:    data.protection@eastriding.gcsx.gov.uk 
  • The right to rectificationIf you believe any information Transportation Services holds about you to be incorrect, please email:    passenger.services@eastriding.gov.uk and we will amend the information accordingly. 
  • The right to erasure/right to be forgotten – Housing Services, in providing statutory duties under the regulations has determined that all requests to permanently delete a service user record will be dealt with on an individual basis. All requests for deletion should be sent to  passenger.services@eastriding.gov.uk 
  • The right to restrict processing - Should you wish us to limit how we use your data please email:  passenger.services@eastriding.gov.uk with the reason for your request.
  • The right to data portability – Transportation 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.

Transportation services may share your information with third parties. You can object to transportation 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 transportation services, as we may still be required by law to provide you with certain information. In cases such as this transportation 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 transportation 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.