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Minibus driver induction module and practical assessment privacy notice

We keep this privacy notice under regular review and it was last updated on 11 December 2024.

Kent County Council (KCC) 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 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 facilitating the minibus driver induction module, practical driver assessment and re-assessment. Our Data Protection Officer is Benjamin Watts.

Personal information we collect and use

Information collected by us

In the course of you creating a booking account, undertaking a Minibus driver induction module or practical driver assessment (or re-assessment), or paying for a practical driver assessment (or re-assessment), we collect the following personal information:

  • Your contact details (for example, name, telephone number, postal address, job title and email address).
  • Contact details (for example, names and telephone numbers) of the clients attending the practical driver assessment or re-assessment for whom you are booking 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.
  • Driving licence date of issue.
  • A valid driving licence is required to be examined on the day of the practical driver assessment or re-assessment by the KCC course assessor. The person booking the practical driver assessment or re-assessment need only confirm that a valid driving licence 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.

How we use your personal information

We use your personal information to:

  • create an account to manage your induction module or practical driver assessment (or re-assessment) booking
  • arrange a booking to undertake an induction module or practical driver assessment (or re-assessment)
  • send you a booking confirmation
  • check the accuracy of the details
  • send you reminders and updates
  • arrange payment of the course fees and refunds of practical driver assessment or re-assessment fees (in accordance with KCC’s minibus driver Terms and Conditions) via WorldPay
  • keep you informed of any changes to your booking, confirm your booking and provide additional information in relation to the undertaking of the induction module or practical driver assessment (or re-assessment)
  • prepare a list of names of attendees on the practical driver assessment or re-assessment which is then used by the assessor on the day of the driver assessment or re-assessment 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 undertaking of the induction module or practical driver assessment (or re-assessment). 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 the creation of booking account, your access to the Minibus Driver induction module and practical driver assessment (or re-assessment), and payment of a practical driver assessment (or re-assessment), in accordance with our terms and conditions on our course online booking form.

If you do not provide your personal information, we will be unable to create a booking account, arrange for you to book onto a Minibus Driver induction module, or practical driver assessment (or re-assessment), or pay for a practical driver assessment (or re-assessment).

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 practical driver assessment or re-assessment. 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 be shared with KCC's Vision Zero Strategy 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 assessors for your selected practical driver assessment or re-assessment.

We will also share your personal data with The Education People (who are a third party supplier to KCC), who provide the account booking facility to enable you to undertake the Minibus driver online induction module. Read the Education People’s privacy notice.

We also share your personal data with WorldPay to enable payment of the practical driver assessment (or re-assessment). Read WorldPay's privacy notice.

This data sharing enables you to undertake the Minibus Driver online induction module or practical driver assessment (or re-assessment), or pay for a practical driver assessment (or re-assessment).

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.

UK GDPR also gives you right to lodge a complaint with Information Commissioner, who may be contacted via the Information Commissioner's website or call 03031 231113.

For further information, read our privacy statement.