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Fleet Management Privacy Notice

Read the privacy notice for Fleet Management.

When we conduct a driving licence check you will need to provide us with some personal information. As a vehicle operator South Ayrshire Council have a
responsibility to ensure all employees driving on behalf of the Council have the required entitlement on their licence to drive legally on the public highway. To meet this requirement regular licence checks are carried out by Fleet Management.

As the 'data controller' for the personal information - or data - we hold about you, South Ayrshire Council decides how your personal information is used/processed, and what it is used for.

This statement provides more details about this and provides information on how to get in touch with us if you need to know more.

Your personal data - what is it?

Personal data is information relating to a living person who can be identified from that data. Identification can be based on the information alone, or in conjunction with any other information. The processing of personal data is governed by the UK General Data Protection Regulation (UK GDPR) and supplemented by the Data Protection Act 2018.

What personal data will we collect from you?

We will only collect the personal information we need to provide you with relevant
information, services and support. The personal data we will collect includes:

  • Name
  • Address (to verify the address on your licence against our records as part of our checks)
  • Work telephone number
  • Work email address
  • Employee Number
  • Driving Licence Number
  • Certificate of Professional Competence (CPC) Number (if applicable)
  • Digital Tachograph Card Number (if applicable)

How we will use your information

Your personal information will be used to validate the driving licence check with the Driver and Vehicle Licensing Agency (DVLA). On completion of the e-consent form, we will check your name and address against your employee record held in our HR database (a paper consent form is available for completion where employees do not have an email address). Once this validation is complete, your driving licence number will be sent to DVLA who will then return the driving licence check information.

What is the legal basis for processing your personal data?

Our legal basis for using and sharing your personal data is that the processing is required for the purposes of carrying out obligations and exercising rights of the council in the field of employment, i.e. to allow the employee to meet their employment contract requirements where driving on behalf of the council is a mandatory requirement of a job role.

Who will we share your information with?

The Fleet Management Service will share your personal data with the DVLA to enable them to verify the validity of your driving licence. They will not share your personal data with any other 3rd party.

How long do we keep hold of your personal data or criteria used to determine
the retention period?

We will keep your personal data for no longer than reasonably necessary, for the current year plus 6 years, in line with our Corporate Records Retention Schedule.

What are your rights?

The lawful basis for processing/using your personal data directly impacts which rights are available to you. For example, some rights will not apply in this case you do not have the right:

  • to object to the processing of your personal information

However, you do have the following rights and can ask us to:

  • erase your personal information.
  • enable the right to data portability
  • correct your personal information if it is inaccurate;
  • complete your personal information if it is incomplete;
  • restrict the processing of your personal information in certain circumstances.

What are the consequences of failing to provide personal information?

Failure to provide this information will result in you being unable to drive on behalf of South Ayrshire Council. This will include driving council fleet vehicles, vehicles on hire to the council and your own private vehicle when used in connection with council business and as a result may be unable to fulfil your obligations under your employment contract with the council or re-claim expenses when using your own vehicle.

What about Automated Decision- Making?

The council does not use profiling or automated decision-making. Some processes are semi-automated (such as data matching for the prevention or detection of fraud), but an actual person will always be involved before any decision is reached affecting any individual.

Do you require this statement in a different format?

Please contact us if you require this information in an alternative format.

How can you get in touch with us?

If you wish to obtain any records held by us relating to you, or if you have any general data protection queries, please contact the Data Protection Service at:

Data Protection Officer
South Ayrshire Council
County Buildings
Wellington Square

Telephone: 01292 612 223

Are you dissatisfied with the way your Personal Information has been handled?

If you are unhappy with the way we have dealt with your personal information, you can complain to the Data Protection Officer using the contact details noted above.

If you remain dissatisfied after contacting us, you have the right to complain to the Information Commissioner:

Information Commissioner's Office - Scotland
Queen Elizabeth House
Sibbald Walk

Telephone: 0303 123 1115