Integrated passenger transport privacy notice

This privacy notice is designed to help you understand how and why the integrated passenger transport team processes your personal data for contracts and commissioning of services and fleet management. This notice should be read in conjunction with our corporate privacy notice.

Who are we?

North Yorkshire Council is a ‘data controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR).

The integrated passenger transport (IPT) team facilitates the provision of home to school transport, health and adult transport, community transport and local bus services using both internal and external transport providers.

We have appointed Veritau Ltd to be our data protection officer. Their contact details are:

Information Governance Office


West Offices

Station Rise


North Yorkshire



Tel: 01904 552848

What personal information do we collect?

Of the person to be transported details which may include the following:

  • name
  • address
  • email
  • telephone number
  • date of birth
  • disability/medical conditions
  • your parent’s/guardian’s/carer’s details where appropriate

Fleet management collect name, address, and contact details of the person who the fleet/lease vehicle has been allocated to.

Why do we collect your personal information?

We collect personal information in order to facilitate the delivery of passenger transport services. This includes the information of both passengers and contractors.

We collect business information and contact details in order to facilitate the service delivery and payment of transport services.

Who do we share this information with?

In order to assess transport need, the team access information from children and young people’s services and health and adult services. We also share with health professionals, training providers and schools. Information such as name, address, date of birth and individual specific requirements may be shared with transport providers in order to ensure that the most appropriate transport for an individual can be provided.

How long do we keep your information?

Data held Retention period
Contract Information Current year plus 6
Transport need for each child

Transport need is kept on individual child’s records. This is usually until the 25th birthday, but please see Inclusion service privacy notice and looked after children privacy notice for more details about those files.

In line with children’s records, please see the children and young people's service general privacy notice.

What is our lawful basis for processing your information?

The education act 1996 (as amended) sections 508B and 508C make provision for us to ensure that suitable travel arrangements are made, where necessary to facilitate a child attending school.

We process personal information as part of its public task and special category data is processed in line with substantial public interest. We use our legitimate interests to process data in relation to the maintenance of its fleet.

For more information about how we use your data, including your privacy rights and the complaints process, please see our corporate privacy notice.