Goole & District Community Transport Group (Goole GoFar) Data protection

Information about what personal information might be held, what a data protection request is, who can use the service, is there a cost, how to apply, enquiring about someone who has died, getting copies of everything held about you, is information limited for each request, what the Goole & District Community Transport Group (Goole GoFar) obligations are, what if you find incorrect data, what is information is missing and help in understanding the information. 

What personal information might the Goole & District Community Transport Group (Goole GoFar) hold about me?
The Goole & District Community Transport Group (Goole GoFar) holds a range of personal information on its members that it uses to carry out its work.

We keep personal information so that we can provide you with the services you require. It also allows us to maintain a record of the services you have requested. Your personal details are a vitally important part of making sure that we deliver effective and efficient services to you.

What is the Data Protection Act 2018?
The Data Protection Act 2018 is a law that came into force in May 2018. It was introduced to protect personal data, that is data about living identifiable individuals, no matter how it is processed, what it is processed for or who processes it.
The act covers data held on computers and manually processed records.
The act specifies rules and conditions which all users (the act calls us “Controllers”) of personal information must obey when obtaining and using information about you. This includes Goole & District Community Transport Group (Goole GoFar).
Under Data Protection legislation, members of the public can:
– ask the Goole & District Community Transport Group (Goole GoFar) whether or not we hold personal information about themselves
– ask what we use the information for
– be given the information that we hold about themselves, provided that it does not disclose information about a third party
– be given details about the purposes for which the Goole GoFar uses the information, and of other organisations or persons to whom we may disclose it
– ask for incorrect data to be corrected
– ask us not to use personal information about them for direct marketing
– ask us not to process information which is likely to cause damage or distress
– ask us not to make decisions about them based on the automatic processing of the data
– seek compensation for damage or distress if these are caused by a failure to comply with certain requirements of the Act.

What are the Goole & District Community Transport Group (Goole GoFar) obligations to me under the Act?
– When you supply us with information, you will be told all the purposes for which it may be used and to whom it may have to be disclosed
– We will not disclose your information to any third party without your consent unless we are legally required to do so, or it is necessary in order to provide you with the services to which you are entitled, or which you have requested
– We will ensure that any third party to whom we disclose your data uses it only for purposes that we have stipulated
– We will not hold any information about you unless it is relevant to the purposes for which it is being processed
– We will periodically review the information that we hold about you and delete information that is out of date and no longer needed
– We will not transfer or disclose your information, without your consent, to any country outside of the European Economic Area that is not considered to provide an adequate level of protection

What is a subject access request (SAR) data protection request?
A subject access request (SAR) /data protection request is a request made by anyone to see personal information held about them by the Goole & District Community Transport Group (Goole GoFar). For the request to be valid a fee of £10 and identification is needed. Once the request is valid, the Goole & District Community Transport Group (Goole GoFar) have 40 days to process the request and provide the information to the individual. If the request takes longer than this to process it is a breach of the Data Protection Act 2018.

Who can make a request?
Anyone can request access to their personal information held on file. If information is requested about someone else, written consent from that person would be required.

Can I make a request for my child’s information (parent or guardian)?
Everyone has a right of access to their personal information, including children. However, as young children may not understand this right or are not capable of exercising this right, in some cases their parents may do so on their behalf.

There is no particular age when a child becomes capable of exercising his or her own data protection rights. Rather, the Goole & District Community Transport Group (Goole GoFar) must assess the child’s maturity and level of understanding when determining whether a parent should be making a request on the child’s behalf. To do this, the Goole & District Community Transport Group (Goole GoFar) may have to contact you to obtain further information.

As a general guide, a child of 12 and above is likely to have sufficient maturity but as stated, this will depend on the individual circumstances.

The Goole & District Community Transport Group (Goole GoFar) needs to be very careful about the disclosure of children’s personal information. If the Goole & District Community Transport Group (Goole GoFar) is in any doubt as to whether the parent or guardian is entitled to make a request on their child or ward’s behalf, then the Goole & District Community Transport Group (Goole GoFar) may refuse to grant access.

Can I ask for information on someone else’s behalf?
You can only request someone else’s information if you have their written consent to do so or have a legal form of authority (such as power of attorney) to act on their behalf.

Can someone ask for information on my behalf?
You may have a representative to act on your behalf when making a subject access request, such as, a solicitor, financial adviser, doctor, carer or family member. In this case, the Goole & District Community Transport Group (Goole GoFar) must be satisfied that you have consented to this arrangement so we ask your representative (and, in some cases, you) to demonstrate this by providing proof of your identity and your signature.

How do I make a request?
You can make a request by downloading the SAR form and sending it to the following address:

Goole & District Community Transport Group (Goole GoFar)
West Dock
Lower Bridge Street
Goole
East Yorkshire
DN14 5SS

or by email: andy@goolegofar.org.uk

To accompany the request we will need a £10 fee (cheque made payable to Goole & District Community Transport Group or postal order) and proof of identity and address. The proof of identity will often be a passport, driving licence with photograph, or birth certificate, the proof of address needs to be a bank statement or bill dated in the last three months where the address is the same that you wish the information to be sent to.  You can either send a photocopy in the post or take it in person to any of our office on Bridge Street where staff will take a copy, sign to verify that it has been seen and return to you. You can also pay your fee and submit your request form or letter at the same time.

If possible, please complete the form and send with your payment (and copies of you identity and proof of address as above) to us (postal address is included in the form). Completing this form is not essential, but it does help us to deal with your request more swiftly.

Is there a cost involved?
The Goole & District Community Transport Group (Goole GoFar) makes a £10 charge per request, payable in advance.

Can I make a request about someone who has died?
You cannot make a subject access request/data protection request about someone who has died as the Data Protection Act only applies to living individuals. You can still make a request for information on someone who has died under the Freedom of Information Act.

Will I get copies of everything held about me?
In most cases you will be supplied with all the information you have requested (as long as it is held by the Goole & District Community Transport Group (Goole GoFar) and does not include third party information). Sometimes it may be necessary to summarise information so as not to disclose third party information. There are other circumstances where information can be withheld for example if it would put at risk a criminal investigation or catching an offender. In all cases it will be made clear to you if information has not been released and for what reason.

Is the amount of information I request limited?
If ‘disproportionate effort’ (e.g. costly, takes a long time, difficult to retrieve information) is required to fulfil your request then you may not receive all the information you have asked for as a written copy.

To avoid such situations, it is advisable to limit your request to a single area of business. Larger requests can be submitted, but may be split and each charged £10. We would advise you at the point of receipt if this would be the case.

What do I do if I find my information is incorrect?
You must write to the Goole & District Community Transport Group (Goole GoFar) telling us what data is incorrect and asking for the data to be corrected. The Goole & District Community Transport Group (Goole GoFar) must tell you what it has done within 21 days of receiving your request. If the Goole & District Community Transport Group (Goole GoFar) does not agree that the information is incorrect you can ask it to record your disagreement on your records. 

What do I do if my information is missing?
You can appeal to Goole & District Community Transport Group (Goole GoFar) through its appeals procedure. Alternatively, you can appeal to the Data Protection Commissioner who will look into the matter on your behalf.

How can I stop the Goole & District Community Transport Group (Goole GoFar) using my information for direct marketing, or for a purpose that could cause me damage or distress?
If you do not want us to use your personal details for direct marketing, you should write to us at the address shown on this page asking us not to allow this.

If you think that the use of your personal data could cause you damage or distress you should write to us and explain how we are causing you possible distress or damage, so that we can take any necessary steps to stop this happening.
The Act requires us to respond no later than 21 days after we have received your request. If we do not do so, or refuse to do as you ask, you can appeal to the court.

Who can I contact if I need further information?
You can contact the Goole & District Community Transport Group (Goole GoFar) by:
phone: (01405) 780344
or email: andy@goolegofar.org.uk
You can also get further information about the Act, and about your rights, by contacting the Information Commissioner:
Information Commissioners Office

What do I do if I’m not happy with how the Goole & District Community Transport Group (Goole GoFar) has dealt with me?
The Information Commissioner’s Office (ICO) is the United Kingdom’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals. If you think we have failed to comply with the legislation, then you can contact the them using the details below.
Wycliffe House 
Water Lane 
Wilmslow 
Cheshire 
SK9 5AF
ICO helpline: 0303 123 1113 or (01625) 545745
or by visiting their website: https://ico.org.uk/

Privacy Notice

What do we use the information for?
Goole & District Community Transport Group (Goole GoFar) holds information about individuals in order to fulfil is legal obligations, statutory duties and discretionary services:
– Home to School Transport
– Special Educational Needs Transport
– Adult Services Transport (Day Care)
– Demand Responsive Transport
– Wheelchair Passports

What information do we hold and use?
Goole & District Community Transport Group (Goole GoFar) collects and processes the following types of personal data in order to fulfil is legal obligations, statutory duties and discretionary services:
– Name, Date of Birth, Address, Gender
– E-Mail address (preferred method of communication)
– Health information to assess eligibility for services
– Appointment information for health related services

On what grounds do we use the information?
Goole & District Community Transport Group (Goole GoFar) has a legal obligation and statutory duty to provide individuals with certain information under a number of regulations including:
– Transport Act 1985
– Children Act 1989
– Children Act 2004
– Care Act 2014
– Concessionary Travel Act 2007
– Licensing Act 2003

How do we collect this information?
Most of the personal data Goole & District Community Transport Group (Goole GoFar) collects and processes is provided by council departments and by members of the public wishing to make use of the services we provide. If data collected is not mandatory and is provided to us on a voluntary basis we will inform you that you have a choice whether to provide this.

Who we share your information with?
Goole & District Community Transport Group (Goole GoFar) may share your information with the following external bodies for the purposes shown:

Your information will not be used for any other purpose.

Type of service/adviser

Name

Reasons for sharing data

Auditors

Paul Sharpe

To facilitate the statutory duty of the auditing of Goole & District Community Transport Group (Goole GoFar) Annual Report, Statement of Accounts and Internal Controls.

Licensing Team

East Riding of Yorkshire Council

Safeguarding Children, Young People and Adults

LADO (Local Area Designated Officer)

East Riding of Yorkshire Council

Safeguarding Children, Young People and Adults

Social Services

East Riding of Yorkshire Council

Safeguarding Children, Young People and Adults

Police

Humberside Police

Safeguarding Children, Young People and Adults

Transportation Services

East Riding of Yorkshire Council

Safeguarding Children, Young People and Adults

Undertaking Local Authority Passenger transport Contracts

Other Local Authorities

Various

Safeguarding Children, Young People and Adults

Undertaking Local Authority Passenger transport Contracts

In certain circumstances service providers, professional advisers and auditors may also be classed as data controllers.

Your information will not be used for any other purpose.

How long do we store information and is it secure?
Goole & District Community Transport Group (Goole GoFar) has a retention schedule in place to ensure that information is only held for as long as it is needed.

What rights do you have?
Under GDPR individuals have the right to control the information held about them and how it is used. The rights that you have depend upon the grounds upon which your information is collected. All of the rights you could have are outlined at Information Commissioner’s Office. For the purpose of delivery and administration of Goole & District Community Transport Group (Goole GoFar) legal obligations, statutory duties and discretionary services and/or to comply with contractual obligations relating to them, individuals will have the following rights:

The right of access – You are entitled to see the information Goole & District Community Transport Group (Goole GoFar) holds about you and can request a copy by emailing andy@goolegofar.org.uk

The right to rectification – If you believe any information Goole & District Community Transport Group (Goole GoFar) holds about you to be incorrect, please email andy@goolegofar.org.uk and we will amend the information accordingly.

The right to erasure/ right to be forgotten – Goole & District Community Transport Group (Goole GoFar), in providing statutory duties under the regulations has determined that all requests to permanently delete a service user record will be dealt with on an individual basis. All requests for deletion should be sent to andy@goolegofar.org.uk

The right to restrict processing – Should you wish Goole & District Community Transport Group (Goole GoFar) to limit how we use your data please email andy@goolegofar.org.uk with the reason for your request.

The right to data portability – Goole & District Community Transport Group (Goole GoFar) has determined that there will be no requirement for Data Portability.

The right to object – In addition to the right to limit the use of your data, you also have a right to object to the use of your data for certain actions.

Goole & District Community Transport Group (Goole GoFar) may share your information with third parties. You can object to Goole & District Community Transport Group (Goole GoFar) sharing your data with these third parties but this could result in a delay or the inability to process service user requests.

Should you exercise your right to object, it will not limit the information you receive from the Goole & District Community Transport Group (Goole GoFar), as we may still be required by law to provide you with certain information. In cases such as this Goole & District Community Transport Group (Goole GoFar) will take appropriate steps to ensure your request is complied with but that it also fulfils any legal obligation or statutory duty it has to provide you with information or services.

Where can I find out more?
If you want to know more about how Goole & District Community Transport Group (Goole GoFar) uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office.

General privacy information

How do we use your information?

Goole & District Community Transport Group (Goole GoFar) collects and processes data, including personal data about its members, to allow it to provide services effectively.
The Goole & District Community Transport Group (Goole GoFar) takes seriously its responsibilities to ensure that any personal data it collects and processes is done so in accordance with all relevant legislation and guidance.  

The Goole & District Community Transport Group (Goole GoFar) collects and processes personal data to enable it to provide services on behalf of residents of the East Riding of Yorkshire.

You have the right to request that Goole & District Community Transport Group (Goole GoFar) stop processing your personal data in relation to any Goole & District Community Transport Group (Goole GoFar) service. However, if this request is approved this may cause delays or prevent us delivering a service to you. Where possible we will seek to comply with your request but we may need to hold or process information in connection with one or more of Goole & District Community Transport Group (Goole GoFar) legal functions.

You are also legally entitled to request access to any records held by the Goole & District Community Transport Group (Goole GoFar) about yourself, the Goole & District Community Transport Group (Goole GoFar) will seek to comply with your request but there may be some situations where it will not be able to do this in full, e.g. where information held was given in confidence. 

For more information about either requesting access to your personal data or to cease processing personal data visit Information Commissioner’s Office (external website).

We will process your personal data for the following purposes:
– To allow the Goole & District Community Transport Group (Goole GoFar) to be able to communicate and provide services appropriate to your needs
– Where you have consented to the processing
– Where the processing is necessary to protect individuals from harm or injury
– Where otherwise permitted under the Data Protection Act 2018, e.g. disclosure to comply with legal obligations
– To monitor and improve performance in relation to those services and assist with planning of future service provision. 

How do we protect your data?
We maintain physical, electronic and procedural safeguards in connection with the collection, storage and disclosure of personally identifiable customer information. Our security procedures mean that we may occasionally request proof of identity before we disclose personal information to you. To the extent that sensitive personal data is processed about you, we will employ appropriate security measures given the nature of that data. However, you recognise that your use of the Internet and our website is entirely at your own risk. We have tried to create a secure and reliable website for our users. However, we have no responsibility or liability for the security of personal information transmitted via the Internet.

We never make your personal details available to companies for marketing purposes, although our representatives may hold your data so that your details and/or order can be processed and/or account maintained. Whilst we make every effort to keep the information that you supply secure, please be aware that the Internet is not a fully secure medium. We use secure servers for sensitive information such as credit card numbers and this may in the future, be used for the capture of all personal information.

Where can I find more information?
If you need to contact the Goole & District Community Transport Group (Goole GoFar) about Data Protection you can use the contact details below:
Contact Details
Goole & District Community Transport Group (Goole GoFar)
West Dock
Lower Bridge Street
Goole
East Yorkshire
DN14 5SS
or by email: 
andy@goolegofar.org.uk

Information Commissioner’s Office (ICO)
For more information about the Data Protection Act 2018 or if you are unhappy with how the Goole & District Community Transport Group (Goole GoFar) had used your information, you can report a concern on the ICO’s Website: https://ico.org.uk/.

Registration
As a Data Controller, Goole & District Community Transport Group (Goole GoFar) will only process your personal information in accordance with the Data Protection Act 2018.

How do our services use your information?
We collect and hold information about you so we can provide various transportation services and so we can understand any needs or personal care you may have while accessing these transport services. We may not be able to help you or provide you with a service unless we have enough information, or in some cases have your permission to use your information.