Menu Search

Privacy Policy

Last Updated On 11th November 2024

Effective Date 11th November 2024

This Privacy Policy describes the policies of

Wiltshire Council,
County Hall, Bythesea Road, Trowbridge, Wiltshire,
Wiltshire
BA14 8JN,
United Kingdom of Great Britain and Northern Ireland,
email: InformationGovernance@wiltshire.gov.uk,
phone: 01225 718446

on the collection, use and disclosure of your information that we collect when you use our website (https://www.connectingwiltshire.co.uk). (the “Service”) and the Wiltshire Connect booking portal and app. By accessing or using the Service, you are consenting to the collection, use and disclosure of your information in accordance with this Privacy Policy. If you do not consent to the same, please do not access or use the Service.

We may modify this Privacy Policy at any time without any prior notice to you and will post the revised Privacy Policy on the Service. The revised Policy will be effective 180 days from when the revised Policy is posted in the Service and your continued access or use of the Service after such time will constitute your acceptance of the revised Privacy Policy. We therefore recommend that you periodically review this page.

  1. How We Use Your Information:

    We collect information from you when you visit our website, use our app, contact us in writing, speak to us on the phone, by email or any other type of electronic communication, or talk to us face to face.

    If we want to use your information for any other purpose, we will ask you for consent and will use your information only on receiving your consent and then, only for the purpose(s) for which grant consent unless we are required to do otherwise by law.

  2. What types of information do we collect from you?

    We collect distinct categories of information about you, depending on the service you want from us and/or the reason we need to process information relating to you. This could be personal information (for example your name and address), or other more sensitive data that we would only collect and use in very particular circumstances that are set out in law.

    In terms of Wiltshire Connect On-Demand, our demand responsive public transport initiative, the information you provide will be stored on our 3rd party system operated by VIA to keep up to date records of booked passengers. Information required is forename, surname, telephone number and email address as well as special data such as whether the passenger uses a wheelchair to determine the most suitable vehicle to be sent and whether the passenger has a concessionary bus pass to entitle the passenger to free travel. The information is shared with the driver via the secure app to ensure the most suitable route is utilised.

  3. Details of information obtained from third parties

    We gather information from application forms, completed either by parents/carers, educational professionals or other local authority departments that require transport assistance. In terms of Wiltshire Connect On-Demand (Demand Responsive Transport) we collect relevant information from users through our smart phone app or over the telephone when passengers make a booking.

  4. How is your information used?

    We may use your information to:

    • to assess and provide safe and appropriate travel arrangements for all eligible applicants
    • to assess entitlement and eligibility for transport assistance
    • to procure relevant travel arrangements based on individual needs and requirements
    • to set up monthly payment budgets for qualifying parents/carers
    • notify parents/carers of any reviews or changes to our services
    • to contact parents/carers of any emergencies that may arise on contracted transport arrangements affecting their children
    • to correspond with any relevant agencies that may also have relevant information regarding an applicant; Educational facilities, social workers etc
    • to determine monthly attendance at an educational facility to enable accurate payments to be made to parents/carers who accept travelling expenses.

    The information that you provide will be stored on a 3rd party system operated by VIA to keep up to date records of passengers, plan routes and provide collection and drop off information to relevant Drivers and Passenger Assistants through the 3rd party app, also provided by VIA. The purpose of the app is solely to enable the driver to receive the appropriate information they need in a more secure way.

  5. Research and statistics

    Anonymised and pseudonymised data may be used for research & statistical purposes. Any data collected may be used for research and statistical purposes that are relevant and compatible with the purpose that the data was collected for.

  6. Who has access to your information?

    We may share your information with the following third parties for the reasons detailed:

    • taxi, minibus and coach operators, and volunteer car drivers providing information to allow them to undertake transport to and from schools, day centres and other destinations as required on Wiltshire Council’s behalf
    • internally with other departments such as the SEN (Special Educational Needs) team, admissions, education access, safeguarding, social workers, and licensing department
    • statutory agencies, such as the Police, National Fraud Authority and Local Government Ombudsman – We may share your information with statutory agencies in line with our legal obligations and/or in completion of our public tasks
    • our Transport Management System provided by VIA. To enable us to manage the information of all passengers including emergency contacts, plan journeys and utilise our 3rd party app, also provided by VIA, for Drivers and Passenger Assistants to access up to date collection and drop off information for relevant passengers
    • our demand responsive transport system provided by VIA. To enable us to provide booked public transport for passengers and synchronize the information to enable the system to determine the most suitable route for booked passengers.

    We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.

  7. What are your rights in relation to the personal data we process?

    • Access – you can request copies of any of your personal information that is held by the Council.
    • Rectification – you can ask us to correct any incorrect information.
    • Deletion – you can ask us to delete your personal information. The Council can refuse to delete information if we have a lawful reason to keep this.
    • Portability – you can ask us to transfer your personal data to different services or to you in some circumstances.
    • Right to object or restrict processing – you have the right to object to how your data is being used and how it is going to be used in the future.
    • Right to prevent automatic decisions – you have the right to challenge a decision that affects you that has been made automatically without human intervention, for example an online form with an instant decision.
    • How long will we keep your information for? – we keep and dispose of all records in line with our corporate retention schedule. We will comply with Data Protection legislation regarding how long we keep your data.
  8. What security precautions in place to protect the loss, misuse, or alteration of your information?

    We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration, or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the information you provide to us. However, we cannot guarantee the security of any information you transmit to us. We recommend that you take every precaution to protect your personal information.

  9. Keeping your data up to date

    We want to ensure any information we hold is accurate. You can help us by promptly informing us of any changes to the information we hold about you.

  10. Details of any automated decision processes

    We do not currently have any automated decision-making processes.

  11. Lawful basis for processing your data

    Article 6 – Lawfulness of processing conditions for PII:

    •  6(1)(a) – Consent of the data subject.
    •  6(1)(b) – Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract.

    Article 9 – Lawfulness of processing conditions for special category PII:

    • 9(2)(a) – Explicit consent of the data subject, unless reliance on consent is prohibited by EU or Member State law.
  12. Cookies Etc.

    To learn more about how we use these and your choices in relation to these tracking technologies, please refer to our Cookie Policy.

  13. Grievance / Data Protection Officer:

    If you would like to make a complaint regarding the use of your personal data, you can contact our Data Protection Officer:

    Wiltshire Council,
    County Hall,
    Bythesea Road,
    Trowbridge,
    Wiltshire
    Email: InformationGovernance@wiltshire.gov.uk.

    Telephone: 0300 4560100

    We will address your concerns in accordance with applicable law.

Help your friends travel simpler

#travelmadesimple@ConnectingWilts