School transport requests privacy notice

First published

29 Aug 2024

Last updated

29 Aug 2024

School transport requests privacy notice

Find out how Stirling Council uses personal data by checking the Council’s website at the following address:

https://www.stirling.gov.uk/privacy-statement/

Our website contains a Register of Data Processing which lists all the different ways
in which the Council uses personal data.

This Privacy Notice provides more information about just one of those processes.

Who do I contact about my personal information?

The Council has a Data Protection Officer to make sure it is complying with data protection laws.

They can be contacted at:

Data Protection Officer
Stirling Council
Old Viewforth
14-20 Pitt Terrace
Stirling
FK8 2ET

Email: dataprotection@stirling.gov.uk
Telephone: 01786 404040

Why does the Council process personal information?

Requests for mainstream and pupils with additional support needs (ASN) and new school year intake of pupils for transport.

Mainstream - to establish entitlement to school transport where a parent applies during the school year or where Education advise us of potential new pupils prior to the start of a new school year.  We do this for

Clackmannanshire & Stirling pupils as a joint transport unit.

ASN – Education instruct us to put transport in place for new pupils in Clackmannanshire and Stirling through the year by sending us a transport request form.  For the new school year intake, we provide a spreadsheet for Education to send to the schools to check all information correct and if any changes then a new transport form needs to be completed. 

The provision of distance entitled Home to School transport is provided in line with the Education

(Scotland) Act 1980, Section 2 covers distance entitled school transport and Stirling Council’s School Transport Policy

The type of personal information we collect

Personal data is about school pupils, parent/guardian

(minimal information relating to parents limited to name & contact info)

Personal Data Used

  • Names
  • Addresses
  • Journey details (to/from locations & times)
  • Age
  • Customers phone numbers (if supplied)
  • Year group
  • Denominational status for pupils wishing to apply for transport to denominational schools.  

In addition, for ASN pupils we receive information from Education explaining why transport is required which includes relevant medical information, any mobility difficulties, if an escort is required (with relevant risk assessment) and any other information deemed relevant by the requesting school.

“Special Category” Data Used

  • Health (physical or mental)
  • Religious or philosophical beliefs

What makes it lawful for the Council to process this personal information?

We need to process this personal data to comply with a statutory obligation in the Education (Scotland) Act 1980

Where does the Council obtain personal information from?

Mainstream

For transport applications throughout the school year, parent/guardian completes paper or online transport request form.  For the new school year intake process, Education provide data by spreadsheet extracted from the SEEMIS records system.  We evaluate the entitlement to transport and e-mail the individual schools a spreadsheet which lists their existing pupils and new pupils we have assessed as being eligible for transport to enable them to check for any changes etc on their pupil records system. They then return the spreadsheet to us to make the necessary changes.

ASN

For new applications or changes, Education send transport request forms to us which the school have completed, along with Risk assessment forms if an escort is required.  For new school, year intake process, Education provide forms for any new/changes and a spreadsheet for existing pupils whose transport requirement is unchanged for the forthcoming school year.

Personal data can be passed via Education and schools. The information for the Clackmannanshire schools is received from Clackmannanshire Council. This is done under the Service Level Agreement.  

Where does the Council keep personal information?

Electronically on a scheduling software system, and on council network drives.  There are also paper forms.

How long does the Council keep personal information?

Data Protection legislation requires personal data to be kept for no longer than is necessary.

Who does the Council share personal information with?

Manifests with journey information, names, addresses are created in excel and sent by secure email to operators to allow them to carry out the journeys. Changes to pupil journeys are also e-mailed to operators along with phone numbers where the parent has granted permission to share this. 

Your rights

You have the following rights under data protection laws. If you have a request under any of these rights, you can make a subject access request.

Access to your information

You have the right to request a copy of the personal information that we hold about you. This is known as a subject access request and is free of charge.  We must respond within one month, although this can be extended to three months if the information is complex.

Correcting your information

We want to make sure that your personal information is accurate, complete and up to date. Therefore you may ask us to correct any personal information about you that you believe does not meet these standards.

Deleting your information

You have the right to ask us to delete personal information about you where:

  • you think that we no longer need to hold the information for the purposes for which it was originally obtained
  • we are using that information with your consent and you have withdrawn your consent - see the 'withdrawing consent to using your information' section below.  Please note that in general we do not rely on consent as the legal basis for processing your personal information
  • you have a genuine objection to our use of your personal information - see 'objecting to how we may use your information' below
  • our use of your personal information is contrary to law or our other legal obligations.

Objecting to how we may use your information

You have the right at any time to tell us to stop using your personal information for direct marketing purposes, profiling or research purposes. 

Restricting how we may use your information 

In some cases, you may ask us to restrict how we use your personal information.  This right might apply, for example, where we are checking the accuracy of personal information that we hold about you or we are assessing the objection you have made to our use of your information. 

This right might also apply if we no longer have a basis for using your personal information - but you don't want us to delete the data.  Where this right is realistically applied will mean that we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Withdrawing consent to use your information

Where we use your personal information with your consent, you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.

Your request to transfer your data

If we are processing your personal information with your consent or as part of a contract with you, and it is held in an accessible and machine-readable format, you have a right to ask us to transmit it to another organisation. This is known as the right to data portability.

Our profiling or automated decision-making processes

We make some use of automated decision-making processes but very little use of profiling.  Where these techniques are used, this will be explained in the specific privacy statements relating to those functions, together with a description of the reason involved in any automated decision-making.

Complaints and comments

If you want to complain about or comment on how we have processed your personal information, you should email dataprotection@stirling.gov.uk

If you are still unhappy with how the council handled your complaint, you can contact the UK Information Commissioner's Office at:

The Information Commissioner,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire SK9 5AF

Phone: 0303 123 1113

You can find further information on the Information Commissioners Office website.

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