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Fleet Management - privacy notice

Derby City Council is the local government unitary authority for Derby city. Our address is, Council House, Corporation Street, Derby, DE1 2FS. You can contact our Data Protection Officer on 01332 640000 or by email at data.protection@derby.gov.uk.

You can contact the department on 01332 255142 or by email at fleetmanagement@derby.gov.uk.

How do we collect information from you?

We collect information from you when your line manager or service refers you to fleet when driving Council vehicles forms part of your work duties. Data may be collected in writing, on the phone, by email or any other type of electronic communication, or when you talk to us face to face.

We collect data from third parties in relation to the compliance and competence to drive Council vehicles. refer to ‘details of information obtained from third parties’ following.

Many of our vehicles are fitted with CCTV surveillance, which includes the vehicle and the surrounding area. This is to assist with the investigation of vehicle accidents or health and safety concerns, reports of poor conduct, or service specific reasons such as investigating complaints.

Our vehicles are fitted with tracking technology, which provides remote location data and driver behaviour data based on your driving performance.

What types of information do we collect from you?

We collect different categories of information about you, depending on the service you want from us and/or the reason why 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.

Details of information obtained from third parties

Driver details from Derby Homes
Confirmation of fitness to drive status from the Occupational Health Service.
Driving licence information including entitlements, disqualifications and endorsements obtained by a third party using DVLA data.
Driving competency details obtained from driver training and assessment providers.

What is the lawful basis?

The legal basis for data processing we are relying on comes from Article 6 of the UK General Data Protection Regulations (UK GDPR). The following sections apply:

(e) Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.

Where we process health information, such as fitness-to-drive information, we will also rely on an appropriate condition under Article 9(2)(b) of the UK GDPR. We process personal information where necessary to comply with our l egal obligations, to perform tasks carried out in the public interest, or in the exercise of official authority vested in the Council, as provided for by Article 6(1)(e) of the UK GDPR, together with relevant legislation including the Acts and Regulations listed:

Schedule 1 condition under the Data Protection Act 2018 Data Protection Act 2018.
UK GPDR 2021.

How is your information used?

We may use your information to:

maintain compliant driver records – holding your details within our fleet management system
assess the suitability of driver upskilling or changing licence entitlements
determine what frequency to perform periodic driving licence checks based on driving licence endorsements
vehicle surveillance and tracking - to investigate accidents, incidents, or service-related matters

Research and statistics

Anonymised and pseudonymised data may be used for research and 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.

Who has access to your information?

Only authorised personnel within the fleet management team has access to driver details stored within the fleet management system.

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

Council team or Derby Homes – to confirm the outcome of your driving assessment, or any training provisions required, or following an accident, incident or concern.
Statutory agencies, such as the police – we may share your information with statutory agencies in line with our legal obligations and/or in completion of our public tasks.
Relevant insurance companies regarding road traffic accidents.

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

What are your rights?

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
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 record retention schedule. We will comply with Data Protection legislation.

What security precautions are 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.

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.

Details of any automated decision processes

We do not make any automated decisions about you.

Cookies

Cookies are small text files which identify your computer to our servers. They are used to improve the user experience. View what cookies we use and how you can manage them.

IP addresses

Internet Protocol (IP) addresses are collected when our site is used:

for statistical and analytical purposes
to identify any malicious activity

Complaints

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

by post: Information Governance, Council House, Corporation Street, Derby, DE1 2FS
by phone: 01332 640000
by email: data.protection@derby.gov.uk

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner's Office (ICO):

by post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
by phone: 0303 123 1113 (local rate) or 01625 545 745 (if you prefer to use a national rate number)

Alternatively, visit ico.org.uk or email casework@ico.org.uk.