School Transport Privacy Notice

Privacy: Transport Commissioning, Home to School Transport Provision

This privacy notice is designed to help you understand how we use personal information when delivering our home to school transport service. We have set out below the services types, the information we may use to deliver the services, who we may share it with, and how long we will keep it.

The services covered within this privacy notice

Home to school transport service

  • to determine eligibility for assistance with home to educational establishment transport in accordance with the our statutory duties and powers set out in statutory guidance
  • to determine the suitability of proposed travel arrangements to the individual child’s needs
  • to determine eligibility for enhanced eligibility or reduction/remission of travel costs on the grounds of low income or hardship

Information we hold about you

We only collect and use the minimum amount of personal information required when delivering a service to you. Wherever possible we use non-identifiable personal information.

The service may use some or all of your personal information:

  • your name, address, date of birth.
  • information about your family.
  • financial details
  • employment and education details.
  • physical or mental health details

We get most of this information from you, but we may also get some of this data from:

  • central Government agencies
  • other local authorities
  • health and social care provider
  • family members

Why we need your information and how we use it

We use your information to:

  • deliver the service, or handle your query
  • evidence positive outcomes to central government funding agencies

Who your information may be shared with

Sometimes we may need to share your information, but we will only do so where it is necessary or required by law. We will only share the minimum information for each circumstance.

We may sometimes need to share some of your information with:

  • education providers
  • local Government

We may also use data processors to support activities, for example by providing the systems we need or delivering services on our behalf. This includes our transport management system Flexiroute.

The Data Controller

We are the Data Controller for this data.

The personal information we have collected from you will be shared with fraud prevention agencies who will use it to prevent fraud and money-laundering and to verify your identity. If fraud is detected, you could be refused certain services, finance, or employment.

The lawful basis for the processing

Most of the personal information we process is provided to us directly by you, under the Data Protection Act 2018, the lawful bases we rely on for using your personal information are:

  • we need it to perform a public task (UK GDPR Article 6 (e)

When we collect data about your race, health (including biometric or genetic data), sex life, sexual orientation, ethnic origin, politics or trade union membership, we also rely on the following lawful basis:

  • we need to collect it for Substantial Public Interest in order to comply with UK legislation (UK GDPR Article 9 (2) (g)
  • Schedule 1, Part 2, Paragraph 16 Data Protection Act 2018

The legislation we rely on when using your personal information to meet our legal obligations or public tasks includes but is not limited to:

Protecting your information

Your information will be securely stored by our software supplier: Data Images Software Solutions Ltd, The Innovation Centre, Kirkleatham Business Park, Redcar, TS10 5SH.

How long will we keep your personal information?

We will only use your personal information whilst delivering the service to you and to deal with any questions or complaints that we may receive about this, unless the law requires us to keep it for a longer period. In practice, this means that your information will be kept for 12 months beyond the duration of a child/young person’s career in education or training in order to help ensure consistency and continuity of decision making and to avoid the need for repeated requests for the same information. For most young people the age at which they are in education or training will be considered to be 19; for those with an Education and Health Care Plan it will be considered to be 25.

If we need to use your information for research or reports, your information will be anonymised and any information taken from notes (hand written or typed) during any consultation sessions will be securely destroyed. The information will continue to be used in a summarised and anonymised form in any research reports or papers that are published. The anonymised information in the papers may be of historic interest and may be held in public archives indefinitely.

Your rights

Under data protection law, you have rights including:

  • your right to rectification - you have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • your right to restriction of processing - you have the right to ask us to restrict the processing of your information in certain circumstances
  • your right to object to processing - you have the right to object to the processing of your personal data in certain circumstances

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

To make a request follow the instructions on our Data protection for you page.

How to complain if you are unhappy about how your data is used

You can complain directly to our Data Protection team online or by post.

  • Online: Contact the DPO
  • By post: Data Protection Officer, 4 Civic Way, Ellesmere Port, CH65 0BE

You also have the right to complain to the Information Commissioner’s Office using the following details:

Will my personal information be accessible outside the UK?

Should the transfer of personal information outside of the UK become necessary, it will only take place if permitted by law, and then only where there are appropriate safeguards in place to protect the personal information.

Your information is stored within the UK.