School transport application – privacy notice
If you need help with your application, call us on 0300 300 8339.
Central Bedfordshire Council is the data controller for the information collected to provide you and your child/ward with a school transport service.
What personal data will we collect?
To provide this service we need to ask you for:
- student's name, date of birth, gender, address, student photo (for transport pass), start date at the school. Whether the student has medical condition or needs or is using medication and whether this is to be transported with the student. If the student is over 16, we will ask if they have a valid educational health care plan
- parent / carer name, address and contact details including email and phone number. Emergency contact details. Reasons the student cannot use public transport and supporting evidence from a medical professional
- you may wish to tell us about safeguarding concerns
- if you apply due to low income policy, we will ask you to provide evidence of this and may use information held by our other services to verify this as well as the Deparment for Work and Pensions (DWP)
If the student has Special Educational Needs or Disability (SEND)
We will ask you to tell us about their special needs along with additional information in order to ensure the comfort and safety of the student during transportation.
The School Transport team may discuss specific SEN information with Social Worker and/or School to verify this and understand if they require and transport provision purposed is suitable
Lawful basis
Our lawful basis to collect this personal information is because it’s necessary in order to fulfil our statutory duty to provide school transport in certain circumstances.
Who has access to this information?
The school transport team may share the information we collect with other teams within the Council but only where necessary to verify your application.
If the student has special educational needs the Councils contracted transport operator will be given secure restricted access to student and parent/ carer name and address and the photo image to verify them. The emergency contact details and necessary details about the student’s health or medical needs to ensure their safety and comfort along with the days the student attends school.
Minimal details such as student photo image and student and parent/ carer name and address will be shared securely with the contracted transport provider and in addition the Councils contracted transport pass printing supplier will also receive the start date and whether the student is over 16.
How long is my information kept?
If the student has special educational needs or is in the care of the Council, we may hold for within the child case file for 25 years.
If your application is unsuccessful the information will be retained for 1 year depending on whether you challenge the decision. If your application is successful, we will hold the information for six years after the point the transport provision ends. If you appeal the decision the information will be held for 25 years. Letters refusing application will be retained for 18 years.
Your rights
You have the right to ask us for a copy of the information we hold; to rectify data and to object to us processing it.
The council's Data Protection Officer can be contacted by email.
Email: information.governance@centralbedfordshire.gov.uk
In writing
Priory House
Chicksands
Shefford
SG17 5TQ
Telephone
Call the customer contact phone number on 0300 300 8301.