Privacy Notices - School Streets Permit Privacy Notice

You need to be aware of this Privacy Notice if you are making an application for permits to be able to access a School Street during restricted times.

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

Swindon Borough Council is the data controller. The data controller decides how your personal data is processed and for what purposes.

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of data is governed by the Data Protection Act 2018.

Swindon Borough Council will require you to complete an application form before School Street permits are issued. The data required includes:

• your name, address and contact details (email address and telephone number)
• your vehicle registration number

Swindon Borough Council complies with its obligations under the Data Protection Act (DPA) by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We need your personal information to:

• contact you about your School Streets permit application by post, telephone or e-mail
• determine if you are eligible for the School Street permit. This depends on your place of residence.
• prevent fraud
• provide statistical analysis and evaluation of the School Street Scheme

There are a number of legal, legitimate or lawful reasons why we need to collect and use your personal information.

It is necessary for the issuing and monitoring of the permits for the School Street, which are enforceable by the following Acts.
The Road Traffic Regulation Act 1984 is an Act of Parliament in the United Kingdom, which provided powers to regulate or restrict traffic on UK roads, in the interest of safety. It superseded some earlier legislation, including the majority of the Road Traffic Regulation Act 1967.

Traffic Signs Regulations and General Directions 2016 & its subsequent amendments. These regulations prescribe the design and conditions of use of traffic signs on or near roads in England, Scotland and Wales. They also govern the type and design of the signs that will contain the restricted times of the School Street, to which access will only be available for permit holders.
 

We will not share your personal data outside of Swindon Borough Council except to prevent fraud, or if required to do so by law. For example, police enforcement of the permit.

We may contact you in the future as part of our management of a School Street Scheme.

We will do what we can to make sure we hold records about you (on paper and electronically) in a secure way, and we will only make them available to those who have a right to see them.

Examples of our security include:

• encryption, meaning that information is hidden so that it cannot be read without special knowledge (such as a password). This is done with a secret code, or what is called a 'cypher'. The hidden information is said to then be 'encrypted'.
• pseudonymisation, meaning that we will use a different name so we can hide parts of your personal information from view. This means that someone outside of the Council could work on your information for us without ever knowing it was yours.
• controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it
• training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong
• regular testing of our technology and ways of working including keeping up to date on the latest security updates, commonly called patches

If you apply for permits for a School Street permit, your personal information will only be retained for the duration of the School Street Scheme. Residents will be required to renew their permits and data every two years.

Unless subject to an exemption under the DPA, you have the following rights with respect to your personal data:

• The right to request a copy of your personal data which Swindon Borough Council holds about you
• The right to request that Swindon Borough Council corrects any personal data if it is found to be inaccurate or out of date
• The right to request your personal data is erased where it is no longer necessary for Swindon Borough Council to retain such data
• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing
• The right to object to the processing of personal data
• The right to lodge a complaint with the Information Commissioners Office

For further details on how your information is used, how we maintain the security of your information, and your rights to access information we hold on you: Email the Data Protection Officer at: DataProtection@swindon.gov.uk or write to us at:

The Data Protection Officer
 Swindon Borough Council
 Civic Offices
 Euclid Street
 Swindon
 SN1 2JH

In the event that you wish to complain about the way that your personal data has been handled by Swindon Borough Council, you should write to the Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with our customer complaint procedure.

If you remain dissatisfied with the way your personal data has been handled, you have the right to complain to the Information Commissioner’s Office at www.ICO.org.uk. You may refer the matter to the Information Commissioner’s Office whose contact details are below:

Information Commissioner’s Office
 Wycliffe House
 Water Lane
 Wilmslow
 Cheshire
 SK9 5AF

Email: casework@ico.org.uk

This website also contains information on data protection and your rights and remedies.

You are under no statutory obligation to provide personal data to Swindon Borough Council during the School Street Scheme. However, if you do not provide the data, you will not be eligible for a permit to allow access to the street during restricted times and Swindon Borough Council will not be able to process your application.

An audit will take place every 24 months on personal data to ensure that we remain legally compliant in accordance with current data protection legislation. In addition to this, residents will be required to renew their data and permits.

You are viewing the Privacy Notice for making an application for permits to be able to access a School Street during restricted times.

Read the main Privacy Notice