School and local bus services contractor checks

In order to comply with articles 13 and 14 of the General Data Protection Regulation (GDPR), where personal data relating to a data subject is collected, Lancashire County Council would like to provide you with the following details.

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 Paul Bond. You can contact him at dpo@lancashire.gov.uk or Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ

Purposes for processing

In order to ascertain if a bus operator is suitable to provide a service certain checks have to be carried out. The county council requests the operator to provide particular information.

Legal basis for processing personal data

The legal basis for processing your personal data, in accordance with Article 6 (1) of GDPR is Legitimate Interests- pursued by the controller or by a third party.

Legal basis for processing special categories of personal data

No special category personal data is processed for these purposes.

Recipients of the data

The personal data processed for this purpose is retained within Lancashire County Council and not shred externally.

Information we share

We collect the following information. Sometimes personal data (information relating to a living, identifiable individual) is provided by an operator. Please see below:

  • Operator/Company name
  • Key contact names within the company
  • Telephone numbers for contacts
  • Email addresses for contacts
  • Postal addresses for business use
  • Information relating to the vehicle(s) which will be used on county council contracts including: registration number, type of vehicle, age of vehicle, number of seats, copy of PSVAR certificate, copy of MOT certificate, copy of insurance certificate.

Any transfers to another country

  • No

Retention periods

Lancashire County Council will only store your information for as long as is legally required or in situations where there is no legal retention period they will follow established best practice.

File type Description Security Retention period
Email Emails held in Outlook that haven't been exported or moved elsewhere. Held in restricted permissions folder with limited access Life of Local and School bus network Framework or Dynamic Purchase System Contract plus 7 years after for audit purposes. Then files are deleted.
Word and PDF documents Contract information Operator/Company name Key contact names within the company Telephone numbers for contacts Email addresses for contacts Postal addresses for business use Postal addresses for business use Information relating to the vehicle(s) which will be used on county council contracts including: registration number, type of vehicle, age of vehicle, number of seats, copy of PSVAR certificate, copy of MOT certificate, copy of insurance certificate. Held in restricted permissions folder with limited access Life of Local and School bus network Framework or Dynamic Purchase System Contract plus 7 years after for audit purposes. Then files are deleted.
Excel spreadsheets Contract information Operator/Company name Key contact names within the company Telephone numbers for contacts Email addresses for contacts Postal addresses for business use Held in restricted permissions folder with limited access Life of Local and School bus network Framework or Dynamic Purchase System Contract plus 7 years after for audit purposes. Then files are deleted.

Your rights

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

  • 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

Or 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.

Further information

If you would like more information about this specific service then please contact schoolbusmanagers@lancashire.gov.uk .

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).