Shared Services - Transport Privacy Notice

The personal information provided in this form (“Personal Data”) will be processed by East Dunbartonshire Council 12 Strathkelvin Place, Kirkintilloch, G66 1TJ.

You can contact the Council on:

Tel: 0300 123 4510

Email: customerservices@eastdunbarton.gov.uk

The Personal Information will be processed by the Council for the purposes of determining an application submitted for one of the following:

• pupil transport to and from a place of education (and if such an application is granted the provision of transportation for the said pupil)
• pupil transport to and from a place of education in respect of a pupil with additional support needs (and if such an application is granted the provision of transportation for the said pupil)
• transport for adults and children who are receiving help / support / assistance from the Council’s social work services, to attend work / training / education facilities / out of school facilities (and if such an application is granted the provision of transportation).

Your information will be shared with other departments within East Dunbartonshire Council, the relevant place of education / work / training to and from which the transport is being requested and other organisations for this purpose, and also to:

• Check the information we hold is accurate
• Prevent and/or detect crime
• Protect public funds.

Other organisations may include, bodies responsible for auditing or administering public funds, other councils, public sector agencies, governmental departments, the Scottish Public Service Ombudsman, regulatory and law enforcement bodies and other private companies or entities (such as service providers/contractors to the Council and/or partner bodies). 

We will also generally comply with requests for specific information from other regulatory and law enforcement bodies where this is necessary and appropriate.

We may also process special category information about the person for whom transport is to be provided, such as information about their health. This is to allow: i) an assessment of whether they are entitled to transport based on health grounds; or ii) to make any necessary adjustments to their transport based on information about their health.

Set out below are some examples of who we share the Personal Information with and why

Example 1:

The Personal Information will be shared with our transport suppliers in order to allow them to provide services e.g. Strathclyde Partnership for Transport and taxi suppliers. 

Example 2:

In relation to school pupils the Personal Information will be shared with the place of education to and from which the transport for the pupil is requested. This is to ensure the place of education has appropriate records of the current transport arrangements for pupils in order to keep them safe while travelling to and from their place of education.

Example 3:

The Council uses two computerised system’s called “PTIS” and “Access” to hold the Personal Information.  The system on which the information is held depends on the kind of transport requested e.g. taxi, bus etc.

Some of the information East Dunbartonshire Council hold about you may come from third party sources.

For example, we may gain information about the person for whom transport was requested, from:

• the pupil’s place of education if the request is for school or assisted support needs transport
• the Council’s social work department if the request is in relation to an adult or child they work with / assist / support.

 who may fill out the relevant transport form on the person’s behalf.

The information we may obtain from third parties includes: i) person’s name; ii) address; and iii) date of birth.

The use of the Personal Information is necessary for the Council to comply with its legal obligations under the following legislation:

• Education (Scotland) Act 1980 (section 51 – Provision of Transport and other Facilities)
• Education (Additional Support for Learning (Scotland) Act 2004) (section 5 – General functions of education authority in relation to additional support needs)
• Social Work (Scotland) Act 1968 (section 12 – General Social Welfare Services of local authorities)
• Children (Scotland) Act 1995 (section 22 – Promotion of welfare of children in need)
• The Local Government (Scotland) Act 1973 (to ensure proper administration of the Council’s financial affairs (including the detection and/or prevention of fraud) (and providing such information as necessary to the Accounts Commission).

You do not have to provide the Personal Data to us. Without the correct information however we will not be able to provide the educational psychology service which you / your child or young person are entitled to.

East Dunbartonshire Council uses the Scottish Council on Archives Records Retention Schedules to manage the amount of time the Council keeps information.  Further information on these can be found on the Scottish Archives website.

If you are searching SCARRS, the references which cover your information for Transport purposes are as follows:

10.006.002 – Additional Support for Learning transport requests – retained for a period of 5 years from the date of last action in respect of the Additional Support for Learning request.

01.006.004 – Case File Adult with learning difficulties / 01.006.011 – Case File Adult with mental health problems / 01.006.018 Case File Adult with physical disabilities: retained for a period of 5 years from date of last action on file or for 3 years from death of adult, whichever is later.

25.010.001 – Assessment of requirements / demand for the school transport service – retained for a period of 5 years from the end of the academic year in which the assessment / demand was made.

02.004.001 - Case File for looked after and accommodated children: retained for a period of 100 years from the child's birth or 25 years from date of death if child dies before 18th birthday.

In respect of Pupil transport request forms, these will be retained for a maximum period of 6 years for eligible primary pupils and a maximum of 5 years for secondary pupils, from the school year in which the request form was submitted.

The Personal Information will be retained for the minimum period necessary. The Personal Information will then be destroyed after this period.

You have the right to complain to the Information Commissioner’s Office (ICO) should you be unhappy with the way the Council has used the Personal Information.

Details on how to report a concern can be found on the Information Commissioner's Office website.

ICO Head Office Address:  Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Tel: 0303 123 1113

Regional Scottish Office Address: 45 Melville Street, Edinburgh, EH3 7HL

Tel: 0303 123 1115

Should you have any questions or concerns about the Council’s handling of the Personal Information you can also contact the Council’s Data Protection Officer:

Karen Donnelly
Data Protection Officer
East Dunbartonshire Council
12 Strathkelvin Place
Kirkintilloch
G66 1TJ

Tel: 0300 123 4510

dpo@eastdunbarton.gov.uk