Privacy and client transport

This Privacy Notice explains how the Client Transport service at Buckinghamshire Council (the data controller) will use the personal information we collect about you when you use this service.

We can hold the following information on you:

• your personal details (name, address, phone number, email address, relationship to child or adult)
• your child or the adult you represents personal information (name, address, age, date of birth, gender, medical conditions which may affect their journey, medication, travel requirements, school/college/education/residential/respite care setting, photograph (for rail passes), if they have special educational needs and disabilities (SEND), their Education Health & Care Plan, if they are in care or adopted from care)
• record of contact we have had with you (such as calls, notes and correspondence).

If you make an application for extended rights due to low family income, the Spare Seat Scheme or Post-16 SEND transport, we may hold the following additional information:

• your National Insurance number, your MOD90 (Service ID card) or HM Armed Forces Veteran Card details
• your child’s Education Health & Care Plan
• letter confirming your child’s fostered status or your child’s adoption certificate
• evidence of receiving maximum Working Tax Credit (or other named benefit) or that your child is entitled to free school meals
• your financial information (payslips, bank statements, P60, proof of household income, proof of benefits, bank details, bank card details)

We need your information to:

• provide appropriate home to school transport arrangements if your child is eligible
• assess any reduction, extension or waiver of Post-16 SEND transport fees
• provide home to school transport through either extended rights due to low family income or the Spare Seat Scheme

The lawful basis for processing the personal information under the Data Protection Act 2018 and UK GDPR is:

• Article 6(1)(e) We need it to perform a Public Task
• Article 6(1)(a) Your Consent – for the Spare Seat Scheme. You’re able to remove or withdraw your consent at any time. You can do this by contacting [email protected].

If we need to use your special category information, we can use it for substantial public interest (with a basis in law).

We will share your information, if appropriate, with:

• third parties (data processors) contracted by Buckinghamshire Council to work on behalf of the Council to support the Client Transport service - such third parties include:
  • Council contracted transport operators
  • Payment providers
• other bodies in connection with the prevention or detection of crime, the apprehension or prosecution of offenders, the assessment or collection of any tax or duty
• other bodies in connection with criminal or legal investigations or proceedings including fraud (and the National Fraud Initiative) or regulatory functions (such as the Local Government Ombudsman)
• other relevant services within the council.

We may share information with third parties if we are legally obliged to do so, for example, if it is necessary to safeguard or protect a child or young person.

We will securely hold your information and only keep it for as long as is necessary. Where information is no longer needed it will be confidentially disposed of.

We do not carry out any automated decision making in relation to this information.

You have legal rights over your information. For details of those rights, see our corporate Privacy Policy. Your rights will differ depending on our lawful basis for processing your personal information.

Our Data Protection Officer can be contacted at:

Buckinghamshire Council,
The Gateway,
Gatehouse Road,
Aylesbury,
HP19 8FF

By email at [email protected] or by phone at 0300 131 6000.

If you have any concerns about our use of your personal information, you can make a complaint to the Data Protection Officer. You can also then complain to the ICO if you remain unhappy with how we have used your personal information.

Date of publication/last update: 18/12/2023