Highways and transport privacy notice

Our contact details

Name: Data Protection Officer

Address: Time Square, Market Street, Bracknell, RG12 1JD

Phone Number: 01344 352000

Email: dpo@bracknell-forest.gov.uk

Bracknell Forest Council is registered as a controller with the Information Commissioner’s Office (ICO).

You can find us on the ICO website - our registration number is Z4971654.

The type of personal information we collect

We currently collect and process the following information:

• name
• contact information
• date of birth

We also collect the following special category information:

• medical information

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for the following reasons:

• assessing disabled parking bay applications
• assessing vehicle access applications
• signing up to the My Journey newsletter

This information is provided to us:

• through an online form on the council’s website
• on request, on a hard copy form which is scanned on receipt with the original paper copy being securely destroyed

We use the information that you have given us in order to check eligibility and process your application as requested, and to keep you updated on travel information and news.

How the law allows us to use your personal information

Lawful basis for processing

The lawful basis for processing is Article 6 UK GDPR:

• (a) you have given consent

Special category data

Special category data is being processed under Article 9 UK GDPR:

• (a) you have given your consent

You can read the guide to lawful basis for processing special category data on the Information Commissioner's Office website.

Your consent

Where we do use consent to process your personal data, we will explain to you what we are asking you to agree to and why.

If we have consent to use your personal data, you have the right to remove it at any time.

If you want to remove your consent, contact us by:

• email: highways.transport@bracknell-forest.gov.uk
• phone: 01344 352000

If you remove your consent we are unlikely to be able to provide continued services to you.

How we store your personal information

Your information is securely stored electronically in a cloud-based system. The council will make sure that an adequate standard of security is maintained.

Your data will not be kept for longer than is necessary. Retention periods are laid out in the council’s retention and disposal schedule.

Once the retention period has expired, we will delete your data by following the guidance of the Information Commissioner’s Office on the destruction of personal data.

We keep all personal information you submit whilst processing your application to its conclusion. Once your application process is completed we will then dispose of any special category data by securely deleting it.

All other personal information will also be deleted with exception of the following:

• concessionary rail card applications - name and address only - retained for 12 months from the date the rail card is issued
• vehicle access applications - name, address, location to which your application relates, outcome of application – in line with the retention and disposal schedule
• disabled parking bay applications - name, address, location to which your application relates, outcome of application – in line with the retention and disposal schedule

Who we share your information with

We do not share this information with third parties.

Your data protection rights

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.

Your right of access

You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.

Find out more about your right of access from the ICO.

Your right to get your data corrected

You have the right to ask us to correct information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

Find out more about your right to get your data corrected from the ICO.

Your right to get your data deleted

You have the right to ask us to delete your personal information in certain circumstances.

Find out more about your right to get your data deleted from the ICO.

Your right to limit how organisations use your data

You have the right to ask us to limit the processing of your information in certain circumstances.

Find out more about your right to limit how organisations use your data from the ICO.

Your right to object to the use of your data

You have the right to object to processing if we are able to process your information because the process forms part of our public tasks.

Find out more about your right to object to the use of your data from the ICO.

Your right to data portability

This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you.

The right only applies if we are processing information based on your consent or for the performance of a contract, and the processing is automated.

Find out more about your right to data portability from the ICO.

Service adjustments

As a public authority and a provider of services to the public, we have a legal duty to comply with the Equality Act (2010).

This means we need to make service adjustments for anyone with a disability who contacts us in any capacity, to eliminate any barriers to accessing our services.

Our lawful basis for processing this information is article 6(1)(c) of the UK GDPR as we have a legal obligation to provide this. Our processing of special category data, such as health information you give us, will be based on article 9(2)(a), which means we need your consent.

We will create a record of your adjustment requirements. These will give your name, contact details and type of adjustment required, along with a brief description of why it is required. Relevant staff can access this to make sure they are communicating with you in the required way.

To request service adjustments, contact us by:

• email: highways.transport@bracknell-forest.gov.uk
• phone: 01344 352000

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at dpo@bracknell-forest.gov.uk

You can also complain to the ICO if you are unhappy with how we have used your data by:

• visiting the ICO website
• phoning the ICO helpline on 0303 123 1113
• writing to:
  • Information Commissioner’s Office
    Wycliffe House
    Water Lane
    Wilmslow
    Cheshire
    SK9 5AF