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Bus and Taxi ID Badge Team

To comply with the UK General Data Protection Regulation (UK GDPR), where personal data relating to a data subject is collected, Lancashire County Council would like to provide you with the following details.

Contact details of this Lancashire County Council service

Note that for queries intended for this specific service, do not contact the Data Protection Officer (DPO) mailbox, instead please direct your query to the following point of contact:

busandtaxiidbadge@lancashire.gov.uk

Reasons for processing your personal data

Lancashire County Council processes your personal data for the purpose of administering and operating the Bus and Taxi ID Badge Scheme. This includes:

  • Assessing applications and verifying eligibility for a Bus and Taxi ID Badge.

  • Producing, issuing, renewing, replacing and withdrawing Bus and Taxi ID Badges where appropriate.

  • Confirming the identity of badge holders and maintaining accurate scheme records.

  • Preventing fraud, misuse of the scheme and unauthorised use of badges.

  • Enabling transport providers and authorised officers to verify valid badge holders.

  • Managing enquiries, complaints, reviews and appeals relating to the scheme.

  • Monitoring, auditing and improving the administration and effectiveness of the scheme.

  • Meeting Lancashire County Council's legal, regulatory and safeguarding responsibilities.

The personal data collected will only be used for purposes connected with the administration and operation of the Bus and Taxi ID Badge Scheme and related council services where necessary and lawful to do so.

Use of artificial intelligence (AI) technologies

We are increasingly utilising AI technologies to process your personal data. This is primarily utilised within Lancashire County Council using Microsoft Copilot Basic and Microsoft Copilot Premium. Please consult our Artificial Intelligence privacy notice for more details of how we use these specific platforms.

We do not use AI to make automated decisions. There is always a human intervention to review and approve any outputs from the AI tools. Decisions are not made solely by automated means.

We may use approved AI technologies, including Microsoft Copilot, to support the administration and delivery of the Bus and Taxi ID Badge Scheme. AI is used to assist staff with routine administrative and information management tasks and may involve the processing of personal data where necessary.

Examples of how AI may be used include:

  • Assisting staff to draft correspondence, reports, guidance and other administrative documents.

  • Summarising information provided in applications, enquiries or case records to support officer review.

  • Helping staff locate, retrieve and analyse relevant information held within council systems.

  • Supporting data quality checks and administrative processes to improve efficiency and accuracy.

  • Assisting with the preparation of responses to enquiries, complaints or requests relating to the scheme.

We only use AI tools that have been approved for use by Lancashire County Council and appropriate safeguards are in place to protect personal data.

AI tools are used to support council officers and do not make decisions about your eligibility for, or access to, the Bus and Taxi ID Badge Scheme. Any outputs generated by AI are reviewed by an appropriately authorised member of staff, and all decisions are made by a human officer.

Legal basis for processing personal data

The legal basis for processing your personal data under Article 6 of the UK General Data Protection Regulation (UK GDPR) is:

  • Article 6(1)(e) – Public Task: Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in Lancashire County Council. This includes administering, managing and verifying eligibility for the Bus and Taxi ID Badge Scheme and ensuring the scheme is operated effectively and fairly.

The public task is undertaken in connection with Lancashire County Council's statutory functions and responsibilities relating to transport, passenger travel assistance, accessibility and the provision of services for residents under legislation including:

  • Local Government Act 1972

  • Local Government Act 2000

  • Transport Act 1985

  • Transport Act 2000

  • Equality Act 2010

  • Any other relevant legislation, regulations or statutory guidance applicable to the administration of local transport support schemes.

  • Article 6(1)(c) – Legal Obligation: In some circumstances, we may process personal data where this is necessary to comply with a legal obligation to which Lancashire County Council is subject. For example, this may include responding to lawful requests from regulatory bodies, law enforcement agencies, courts or other organisations where disclosure is required by law.

  • Article 6(1)(a) – Consent: Where we seek your consent to process specific personal data, such as obtaining a photograph for inclusion on your Bus and Taxi ID Badge or using personal information for a purpose not covered by another lawful basis, you may withdraw your consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

Legal basis for processing special categories of personal data

Where necessary to administer the Bus and Taxi ID Badge Scheme, Lancashire County Council may process special category personal data, such as information relating to a person's health, disability, mobility needs or other information used to determine eligibility for the scheme.

The legal basis for processing special category personal data under Article 9 UK GDPR is:

  • Article 9(2)(g) – Substantial Public Interest: Processing is necessary for reasons of substantial public interest in order to administer the Bus and Taxi ID Badge Scheme fairly, assess eligibility, prevent fraud, safeguard public funds and ensure that support is provided to those who meet the scheme criteria.

This condition is supported by:

  • Schedule 1, Part 2 of the Data Protection Act 2018, including:

    • Paragraph 6 - Statutory and government purposes.

    • Paragraph 8 - Equality of opportunity or treatment.

    • Paragraph 16 - Support for individuals with a particular disability or medical condition (where applicable).

  • Article 9(2)(h) – Health or Social Care: Processing may be necessary for the management of health or social care systems and services, or to assess an individual's needs and eligibility for services or support associated with the scheme.

This condition is supported by:

  • Schedule 1, Part 1, Paragraph 2 of the Data Protection Act 2018.

Article 9(2)(a) – Explicit Consent: In limited circumstances, where no other special category condition applies, we may seek your explicit consent to process specific health or disability-related information. Where consent is relied upon, it can be withdrawn at any time, although this may affect our ability to assess or provide the service requested.

Lancashire County Council will only process the minimum amount of special category personal data necessary to administer the Bus and Taxi ID Badge Scheme and will ensure appropriate safeguards are in place in accordance with the UK GDPR and the Data Protection Act 2018.

Information we process about you

To administer the Bus and Taxi ID Badge Scheme, Lancashire County Council may collect and process the following types of personal information:

  • Full name.

  • Home address and contact details, including telephone number and email address.

  • Date of birth.

  • Photograph for inclusion on the ID badge.

  • Proof of identity and proof of address documentation.

  • Details of applications, renewals and replacements relating to the scheme.

  • Information about your eligibility for the scheme.

  • Health, disability or mobility information where relevant to assessing eligibility.

  • Details of any supporting evidence provided by you or on your behalf.

  • Correspondence, enquiries, complaints, appeals and other communications relating to the scheme.

  • Records of decisions made regarding your application or continued participation in the scheme.

  • Information relating to the issue, use, renewal, suspension, withdrawal or replacement of an ID badge.

  • Audit records, system logs and administrative information required to manage and maintain the scheme.

We will only collect and process personal information that is relevant, necessary and proportionate for the administration and operation of the Bus and Taxi ID Badge Scheme.

Recipients of the personal data that we process about you

We will only share your personal information where it is necessary, lawful and proportionate to do so. Depending on the circumstances of your application or use of the Bus and Taxi ID Badge Scheme, your information may be shared with:

  • Relevant Lancashire County Council services involved in administering, managing and overseeing the scheme.

  • Bus operators, taxi operators and other authorised transport providers participating in the scheme, where necessary to verify the validity of a badge or entitlement.

  • Organisations or professionals who provide supporting information in relation to your application, such as health, social care or education professionals, where appropriate and lawful.

  • Third-party suppliers who provide services on behalf of Lancashire County Council, such as badge production, printing, postal or IT system providers, under appropriate contractual and data protection arrangements.

  • Regulatory bodies, auditors, inspectors or government departments where disclosure is required to meet legal, regulatory or audit requirements.

  • Law enforcement agencies, courts, tribunals or other public authorities where we are required or permitted to do so by law.

  • Organisations involved in the prevention, detection and investigation of fraud or misuse of the scheme.

We will not sell your personal information and will only share it where there is a lawful basis for doing so and appropriate safeguards are in place to protect your information.

Any transfers to another country

In most circumstances, your personal data is processed and stored within the United Kingdom (UK) or countries that have been assessed as providing an appropriate level of data protection.

We do not routinely transfer your personal data outside of the UK for the purposes of administering the Bus and Taxi ID Badge Scheme.

Where Lancashire County Council uses approved information technology systems, including cloud-based services such as Microsoft 365 and Microsoft Copilot, limited transfers of personal data may occur outside the UK where this is necessary for the provision of the service.

When personal data is transferred outside the UK, Lancashire County Council will ensure that appropriate safeguards are in place to protect your information, such as:

  • An adequacy decision issued by the UK Government.

  • The use of approved International Data Transfer Agreements (IDTAs) or other recognised contractual safeguards.

  • Compliance with applicable UK data protection legislation.

  • Retention periods

Lancashire County Council will only retain personal information for as long as it is necessary to administer the Bus and Taxi ID Badge Scheme, meet legal and operational requirements, and comply with the Council's Records Retention and Disposal Schedule. Information will be securely disposed of when it is no longer required.

File type

Description

Security

Retention period

Application records

Bus and Taxi ID Badge application forms, supporting evidence and eligibility assessments

Stored within secure council systems with access restricted to authorised staff

If successful or unsuccessful, 10 years from end of participation or application.

Identification documents

Proof of identity, proof of address and photographs provided in support of an application

Stored securely within council systems and only accessible to authorised staff

10 years from end of participation in the scheme, in line with application records.

Badge records

Records relating to the issue, renewal, replacement, suspension or withdrawal of ID badges

Stored within secure council systems with appropriate access controls

10 years from withdrawal of badge

Correspondence

Emails, letters, enquiries, complaints, reviews and appeals relating to the scheme

Stored within secure council systems; encryption used where appropriate when sharing personal data

1 year from date of correspondence.

Electronic records

Information held within case management, document management and administrative systems

Protected by role-based access controls, monitoring and other technical security measures

Held in line with the retention period assigned to specific record types. See Lancashire County Council's Retention Schedule.

Audit and system logs

Records of system access, processing activities and administrative actions

Held within secure systems and accessible only to authorised personnel

12 months

Your rights

You have certain rights under the UK General Data Protection Regulation (UK GDPR), these are those rights:

  • to be informed via Privacy Notices such as this.

  • to withdraw your consent. If we are relying on your consent to process your data, then you can remove this at any point.

  • of access to any personal information the council holds about yourself. To request a copy of this information you must make a subject access request in writing. You are entitled to receive a copy of your personal data within 1 calendar month of our receipt of your subject access request. If your request is complex then we can extend this period by a further two months, if we need to do this, we will contact you. You can request a subject access request, either via a letter or via an email to Information Governance Team, address below.

  • of rectification, we must correct inaccurate or incomplete data within one month.

  • to erasure. You have the right to have your personal data erased and to prevent processing unless we have a legal obligation to process your personal information.

  • to restrict processing. You have the right to suppress processing. We can retain just enough information about you to ensure that the restriction is respected in future.

  • to data portability. We can provide you with your personal data in a structured, commonly used, machine readable form when asked.

  • to object. You can object to your personal data being used for profiling, direct marketing or research purposes.

  • in relation to automated decision making and profiling, to reduce the risk that a potentially damaging decision is taken without human intervention.

If you want to exercise any of these rights, then you can do so by contacting:

Information Governance Team
Lancashire County Council
PO Box 78
County Hall
Preston
PR1 8XJ 

Email: dpo@lancashire.gov.uk

To ensure that we can deal with your request as efficiently as possible you will need to include your current name and address, proof of identity (a copy of your driving licence, passport or two different utility bills that display your name and address), as much detail as possible regarding your request so that we can identify any information we may hold about you, this may include your previous name and address, date of birth and what council service you were involved with.

Identity and contact details of the data controller

Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ

Contact details of the data protection officer

Our Data Protection Officer is Joanne Winston. You can contact her at dpo@lancashire.gov.uk or Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ

Further information

For more information about how we use personal information see Lancashire County Council's full privacy notice.

If you wish to raise a complaint on how we have handled your personal data, you can contact the Information Governance team who will investigate the matter.

Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ or email: dataprotection@lancashire.gov.uk

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).