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Minibus driver awareness training privacy notice

We keep this privacy notice under regular review and it was last updated on 3 September 2024.

Kent County Council respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data and tell you about your privacy rights and how the law protects you.

Who we are

Kent County Council (KCC) collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the United Kingdom General Data Protection Regulation (‘UK GDPR’) and the Data Protection Act 2018 and we are responsible as ‘controller’ of that personal information for the purposes of those laws. Our Data Protection Officer is Benjamin Watts.

Personal information we collect and use

Information collected by us

In the course of you using the minibus driver awareness training form to book a place (or places) on an Initial Minibus Driver Awareness course, reassessment or MPV training course we collect the following personal information:

  • your contact details (for example, name, telephone number and email address)
  • contact details (for example, names and telephone numbers) of the clients attending the course for whom you are booking the course on their behalf
  • contact details (name, telephone number) of a person whom you have nominated to be contacted in respect of you in an emergency
  • details of any additional needs you may have in relation to driving or other information needed to ensure the service we provide is appropriate for you
  • no driving license details are recorded by us, a valid driving license is required to be examined on the day of the course by the Kent County Council course instructor. The person booking the course need only confirm that a valid driving license is held by the client to proceed with the booking process
  • financial information to make a payment for the service to be provided. Card payments can be taken online (via a third party – ‘WorldPay’), however no personal details will be collected by Kent County council staff. Read WorldPay's privacy notice.

How we use your personal information

We use your personal information to:

  • arrange a course booking
  • send you a booking confirmation
  • check the accuracy of the course details
  • send you course reminders and updates
  • arrange payment of the course fees and refunds of course fees (in accordance with KCC’s minibus awareness training course Terms and Conditions on our course online booking form) via WorldPay
  • keep you informed of any changes to the course booking and/or to confirm your booking and provide additional information in relation to the course
  • prepare a list of names of attendees on the course which is then used by the instructor on the day of the course to confirm attendance
  • contact you regarding an enquiry or complaint
  • contact you regarding a change in service or inform you of a new service relevant to you.

How long your personal data will be kept

We will hold your personal information securely and retain it for no more than 3 years from the date of your course. This is to allow a check of the driver permit which is valid for 3 years.

Reasons we can collect and use your personal information

The provision of your personal information is required from you to enable us to facilitate your access to the Minibus Driver Awareness Training courses, in accordance with our Terms & Conditions on our course online booking form.

If you do not provide your personal information as required, we will be unable to arrange for you to book onto and pay for a Minibus Driver Awareness Training course.

We rely on ‘processing is necessary for the Performance of a Contract to which the data subject is a party’ as being the law basis on which we collect and use your personal information.

We rely on Article 6(1)(b) – Performance of a Contract

We use a system provided by a third-party supplier to capture and manage your booking details to arrange the undertaking of a Minibus Driver Awareness Training course. All customer data is stored using industry standard encryption including back-ups. The data and card payments are managed by WorldPay Dynamics who are PCI-DSS compliant.

Who we share your personal information with

Your information will only be shared within Kent County Councils Minibus Driver Awareness Training team to enable the course to be delivered to you.

Part of this information (i.e. your contact details along with the details of any additional needs you may have in relation to driving or other information needed to ensure the service we provide is appropriate to you) would be shared with Kent County Council instructors for your selected course.

This data sharing enables you to attend a Minibus Driver Awareness Training course.

We will share personal information with law enforcement or other authorities if required by applicable law or in connection with legal proceedings.

We will share personal information with our legal and professional advisers in the event of a dispute, complaint or claim. We rely on Article 9(2)(f) where the processing of special category data is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity.

Your rights

Under UK GDPR you have rights which you can exercise free of charge which allow you to:

  • know what we are doing with your information and why we are doing it
  • ask to see what information we hold about you (subject access request)
  • ask us to correct any mistakes in the information we hold about you
  • object to direct marketing
  • make a complaint to the Information Commissioners Office
  • withdraw consent at any time (if applicable)

Depending on our reason for using your information you may also be entitled to:

  • ask us to delete information we hold about you
  • have your information transferred electronically to yourself or to another organisation
  • object to decisions being made that significantly affect you
  • object to how we are using your information
  • stop us using your information in certain ways

We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties. Please note, your request may delay or prevent us delivering a service to you.

For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioners Office on individuals’ rights under the United Kingdom General Data Protection Regulation.

If you would like to exercise a right, please contact the Information Resilience and Transparency Team at data.protection@kent.gov.uk.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Who to contact

Please contact the Information Resilience and Transparency Team at data.protection@kent.gov.uk to exercise any of your rights, or if you have a complaint about why your information has been collected, how it has been used or how long we have kept it for.

You can contact our Data Protection Officer, Benjamin Watts, at dpo@kent.gov.uk.

The United Kingdom General Data Protection Regulation also gives you the right to lodge a complaint with the Information Commissioner who may be contacted on 03031 231113.

For further information, read our privacy statement.