Fleet and Transport Services Privacy Notice

This notice provides details of how the Council’s licensing service collects and uses information about you. For more general information about how the Council uses your information and your rights, please refer to the general Privacy Notice.

What information do we collect

Departments within fleet and transport services collect some or all of the following information about you as an applicant or service user, depending on which service you are applying for or enquiring about, these include:

Operations Support

• Personal name, address and contact details, including next of kin contact details
• Nationality, place of birth and date of birth
• Tax code, national insurance number and bank account details
• Driving licence and qualification certificates
• Identification documents used to prove entitlement to work in the UK
• Declarations relating to criminal convictions
• Personal data to ensure compliance with the Equality Act 2010
• Training records

Hackney Carriage and Private Hire Licensing

• Personal name, address and contact details, including any previous names and addresses
• Relevant business, company or organisation name, address and contact details
• Nationality, place of birth, date of birth and national insurance number
• Identification documents used to prove entitlement to work in the UK
• Passport style photograph
• Declarations relating to criminal convictions
• Qualifications relevant to licensing applications, such as UK Driving Licence
• Correspondence (emails, letters and notes of telephone conversations)

Passenger Transport Services

• Personal name, address and contact details, including addresses and contact details of key family members (eg emergency contact details)
• Medical or behavioural information in support of client needs
• Information pertaining to the safety and/or safe transportation of a client

Fleet Compliance

• Each driver's signed DVLA mandate D796 giving permission for the Council's appointed officers to access personal driving licence information.

Fleet and transport services may collect some or all of the following information about you as an 'interested party', such as when you raise a complaint about a person or service:

• Name, address and contact details etc.

Who uses this information?

Fleet and Transport Services officers use this information. It is also used by relevant council departments and external agencies where it is legal to do so.

Why do we use this information?

We use this information to assess the suitability of applicants and to assist individuals and businesses to obtain necessary licences, services or training. We also use this information to assist in the enforcement of statutory licensing schemes or compliance with legal requirements. Some limited information is required to be held on statutory public registers.

Fleet and transport services deal with the following:

• Hackney carriage and private hire licensing
• Private hire operator licensing
• Transport services contracting
• Training and refresher training courses
• Driving licence checks

What authority does CBMDC have to collect and use this information?

Under the UK General Data Protection Regulations, the Council’s fleet and transport services collect and use this information under powers given to Local Authorities (councils). The following categories of lawfulness apply:

6(1)(b) - Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract

6(1)(c) - Processing is necessary for compliance with a legal obligation

6(1)(d) - Processing is necessary to protect the vital interests of a data subject or another person

6(1)(e) - Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

Conditions for special categories of data (sensitive data)

9(2)(b) - Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement

9(2)(c) - Processing is necessary to protect the vital interests of a data subject or another individual where the data subject is physically or legally incapable of giving consent

9(2)(f) - Processing is necessary for the establishment, exercise or defence of legal claims or where courts are acting in their judicial capacity

In the rare circumstance that we don’t have a legal authority to use your information, we will obtain your consent first.

Who are we likely to share this information with?

We share the information we have collected about you where it is necessary, lawful and fair to do so. In each case we will only share the minimum amount of information, only when required, for the following reasons:

With other Bradford Council departments to:

• provide advice and assistance to you
• help carry out their legal duties, including the enforcement of regulations
• help safeguard vulnerable adults and children

With external agencies we are required to consult with by law, including the West Yorkshire Police and HMRC to:

• to assess licence applications and the suitability of applicants
• prevent, detect and prosecute crime (including the National Fraud Initiative)

How do we keep this information secure?

Your information is stored securely on database and document management systems with stringent access and use policies. We also undertake checks and monitoring to ensure the information we hold is accurate at the time and being used appropriately.

Some paper based records are stored securely for licence applications made prior to the introduction of the electronic document management system now used by the hackney carriage and private hire service.

When computers make any decisions about you

Fleet and transport services do not make or use any automated decisions.

When your data gets sent to other countries

We do not send any information we collect about you outside the United Kingdom.

How long do we keep this information?

We have a record retention schedule which details how long we keep different types of records and what we do with them when we no longer need them.

Records relating to personnel or training are held for 6 years and are then securely destroyed. Completed licence mandates for drivers are held for 7 years then securely destroyed.

Records relating to hackney carriage and private hire licensing are exempt from the Rehabilitation of Offenders Act. Some records may be retained indefinitely where there is legal and appropriate to do, such as in the interests of safeguarding vulnerable persons.

What are your rights?

You have the right to request CBMDC to stop processing your personal data in relation to any council service.  See our main Privacy Notice for details.