Home to school transport and passenger transport privacy notice
Updated: 21 July 2021
Our contact details
Name: Data Protection Officer
Address: Time Square, Market Street, Bracknell, RG12 1JD
Phone Number: 01344 352000
The type of personal information we collect
When you apply for transport using our online transport application processes, we collect the following information:
- your personal information (such as your name, address and date of birth)
- your child’s personal information (such as their name, address, date of birth and any photo of their likeness that may be provided with their application)
- details about your household income, where parents apply for low income assessment
- information about your family
We collect the following special category information:
- education health and care plan status
- details of any Special Educational Needs
Special categories data is being processed for:
- assessing your child’s eligibility for free or discretionary school transport assistance, in accordance with its duty under the Education Act 1996 (section 508B) to make sure that suitable travel arrangements are made, for eligible children, to facilitate their attendance at school
How we get the personal information and why we have it
Information is collected from you as the service user through our online forms.
We also get personal information from the following sources:
- confirmation of Education Health and Care Plan status and detail of any Special Educational Need from the council's SEND service
- your child’s monthly attendance where parents have been offered mileage reimbursement or provided a Personal Transport Budget
- central government agencies
- other local authorities
- health and social care providers
- family members
The personal data of children and young people and that of their parents or carers will be used:
- to process any application for education transport
- to meet the home to school travel assistance needs of eligible children and young people who are of compulsory school age (5 to 16 years)
- for discretionary transport for post-16 learners
- to determine eligibility for assistance with home to educational establishment transport in accordance with our statutory duties and powers set out in statutory guidance
- to determine eligibility for enhanced eligibility or reduction or remission of travel costs on the grounds of low income or hardship
How the law allows us to use your personal information
The council has a duty under the Education Act 1996 (section 508B) to make sure that suitable travel arrangements are made, for eligible children, to facilitate their attendance at school.
Lawful basis for processing
Under the General Data Protection Regulation (GDPR), the lawful basis for processing is Article 6 GDPR:
- (c) processing is necessary for compliance with a legal obligation to which we are subject
- (e) to perform a public task
Special category data
Special category data is being processed under Article 9 GDPR:
- (g) reasons of substantial public interest
Who we share your information with
Who we share your personal information with:
- teams within the council working to improve outcomes for children and young people
- transport teams within the council
- commissioned providers of local authority services (such as transport providers)
How we store your personal information
Your information is stored on:
- secure council systems
- a web based route planning application
- shared drives for which access is restricted to the team for which the data is necessary
Data will not be kept for longer than is necessary and is kept in line with the council’s retention and disposal schedule. We will dispose your information by securely destroying any data we hold.
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 under, or in talks about entering into a contract and the processing is automated.
Find out more about your right to data portability from the ICO.
Making a request
You are not required to pay any charge for exercising your rights. If you make a request, we have 28 days to respond to you.
Please contact firstname.lastname@example.org to make a request.
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 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.
Please contact email@example.com should you require service adjustments.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at firstname.lastname@example.org.
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
Information Commissioner’s Office
- Information Commissioner’s Office