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Transportation Privacy Notice

How we use your personal information for Transportation purposes

The Council provides services for local communities and the people who live in them.  Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals we must make sure that they know what we intend to do with their information and who it may be shared with. 

We have summarised in this privacy notice some of the key ways in which we use your personal information for Transportation purposes. This information should be read in conjunction with the Council’s corporate privacy notice.

1. Who we are, what we do.

The Transportation Service delivers a diverse range of front line and support services. It provides:-

  • Additional bus routes and community transport services.
  • Concessionary bus travel for elderly and disabled residents (see Concessionary Bus Travel Privacy Notice here.)
  • The maintenance of bus stations and bus shelters.
  • School and college transport for pupils and students, including those with special education needs.  
  • Community care transport for the elderly and the vulnerable.
  • Road safety education and training.
  • School Crossing Patrols.
  • The forward planning of transport infrastructure, including for active travel.

2.  What and whose personal information we hold?

We hold information about service users and children who use our passenger transport services, and those people (drivers and passenger assistants) who help us deliver the service.

The types of information we hold and process will typically include:

  • Contact details, including name, address, telephone number and email address.
  • For drivers and passenger assistants, the details also include Disclosure and Barring Service (DBS) certificate number. 
  • Identifying details such as date of birth, National Insurance number and SWIFT number.
  • Other information in relation to any special needs of those service users, including children, being carried to enable to provide safe and suitable transport.
  • School, college or community care establishment to which transport is provided.

3. Where does the service get my information from?

We obtain some of this personal information directly from you, for example school admission and transfer forms. If your child has a special educational need, information will also be taken from the transport application form.

For drivers and passenger assistants, this information is obtained during the Disclosure and Barring Service procedure before being cleared to undertake transportation services for the Council.

We may also obtain information from schools, colleges and community care establishments, and from the Council’s Business Support Unit.

Some buses also have CCTV installed in as part of their contract requirements. Where CCTV is installed, there is appropriate signage on the bus to notify passengers.

4. What we will do with your personal information:

Information is shared with;

  • Transport contractors; to ensure service users / children are collected and taken to the correct establishments.
  • Council’s Business Support Unit. This is when letters are sent to create bus passes for secondary pupils, to create ID badges for drivers and passenger assistants.  
  • Schools / colleges; to ensure pupils are on the right transport.
  • Safeguarding and Human Resources in case of concerns relating to a vulnerable child or adult.
  • National Fraud Initiative; to identify deceased and fraudulent applicants.
  • Police; in the case of missing persons
  • Parents; to provide contractor details for emergency contact.
  • CCTV images will only be accessed where necessary. For example, if there was an incident on the bus.

5. What is the legal basis for the use of this information?

The legal basis for the use of this information in outlined in the following;

Learner Travel (Wales) Measure 2008

Transport Act 2000

Mandatory Travel Concessions (Reimbursement Arrangements) (Wales) Regulations 2001

6. Does the service share my personal information with any other organisation?

For the Service to undertake its duties in ensuring the safe and suitable transport of pupils/students, we are required to share information with the following:

Other Council Services:

  • Community & Children’s Service professionals (e.g. social workers)
  • Business Support Unit
  • Safeguarding
  • Human Resources

Other Organisations:

  • Schools
  • Colleges
  • Health Services (e.g. GP, Consultant)
  • National Fraud Initiative 
  • Police

Transport providers:

  • Bus companies / Train companies
  • Taxi firms

System Suppliers:

  • Capita Business Systems
  • Applied Card Technologies

7. How long will my information be kept?

We will only keep your personal information for as long as is necessary to fulfil the purposes described in this notice. For those being transported, this will be for as long as the service user continues to use transport into the community care establishment, school or college.

Drivers and Passenger Assistants who are no longer working on Council transport contracts will need to inform the department so their data can be removed.

For more information, please see the Council’s Retention and Disposal Policy and Schedule – link TBC.

8. Your information, your rights

The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you.

Click here for further information on your information rights and how to exercise them.

9.     Contact us

If you have any concerns or would like to know more about how the service using your personal information please contact us in one of the following ways:

By email: (For data held in respect of community care, school and college transport).

By email: (For data held in respect of concessionary bus travel).

By telephone : 01443 425001

In writing: Integrated Transport Unit, Sardis House, Pontypridd, CF37 1DU