Privacy notice for Travel Norfolk Car Scheme

What this document is for

This privacy notice provides details on how we, Norfolk County Council, use your personal information for the purposes of providing the Travel Norfolk Car Scheme.

By ‘use’ we mean the various ways your personal information may be processed including storing and sharing the information.

If you wish to withdraw consent for using your personal information to provide Travel Norfolk Car Scheme you can do so at any time by contacting us on: 0344 800 8020.

Further details

We also provide the following details in our general privacy notice on our website:

• Who we are
• How long we use your information for
• Your rights under the UK General Data Protection Regulation (the GDPR) and
• How to exercise them.

You can also ask us for a copy of this information.

What we use your information for

We may use the information about you to:

• Assess your eligibility for the Travel Norfolk Car Scheme
• Arrange transport if your request is accepted.

We may also use this information to assess the quality of our services and evaluate and improve our policies and procedures. We may also use information in other ways compatible with the above.

What personal data we collect and use about you

We will collect and use:

• Name
• Home address (if this is your pick-up or drop-off location)
• Telephone number
• Eligibility information (such as whether you can access public transport and status of disability payments)
• Further information you deem reasonable and necessary for us to provide the Travel Norfolk Car Scheme.

We may also collect and use information about:

• Health (such as mobility and accessibility where it is relevant to transport).

This information is classed as “special category data” under the GDPR. We may only collect these data when it is relevant and for the purposes described above.

The GDPR includes safeguards to protect the use of your special category data. Further details can be found on our website in the document named Special category data and criminal offences data policy which sets out our procedures for compliance with the principles of the GDPR and the retention and erasure of this information.

Who provides this information

We receive most of this information from you, but we may also obtain some of this data from:

• Someone calling on your behalf.

Who we share your information with

We may need to share your information with our volunteer drivers.

If you are based in West Norfolk, we may share your details with the Borough Council of King’s Lynn & West Norfolk. This is because the Borough Council provide a service which covers this region. If they are better suited to facilitate your request, we will share your information with the Borough Council so that they can complete your request.

Any information which is shared will only be shared on a need to know basis, with appropriate individuals. Only the minimum information for the purpose will be shared.

Your personal information may also be given to third parties contracted by the County Council to provide a service to the County Council. These service providers are known as data processors and have a legal obligation under GDPR and to the County Council to look after your personal information and only use it for providing that service. This includes the companies who provide our IT solutions.

How the law protects you and the legal basis for processing your information

We process this information (including special category data) under the legal ground of Consent. You can withdraw consent at any time by contacting us on: 0344 800 8020

How long we will keep your personal information for

When the information is no longer needed for the above purposes, it will be securely deleted.

If we need to use your information for research or reports, your information will be anonymised and any information taken from notes (handwritten or typed) during any consultation sessions will be securely destroyed. The information will continue to be used in a summarised and anonymised form in any research reports or papers that are published. The anonymised information in the papers may be of historic interest and may be held in public archives indefinitely.

How we keep your information

The information is stored electronically, on the County Council’s network including records management systems.

We do not process your information outside of the UK.

Automated decision making

We do not make automated decisions about you.

Changes to this notice

We may amend this privacy notice at any time so please review it frequently. The date below will be amended each time this notice is updated.

This notice was created in August 2023.