Travel Assistance Privacy Notice

The City of Doncaster Council (the Council) uses information about you so that we can provide appropriate travel assistance. The Council is committed to meeting its data protection obligations and handling your information securely. This Notice sets out what you need to know about how we will use your information. You should make sure you read and understand this notice before submitting your information to us.


What Information about you do we collect?

For the processing to which this notice relates to be carried out we use the following information:

  • personal information (such as: your name, address, telephone number)
  • sensitive personal information (such as: your ethnicity, information about your physical and mental health)

How do we collect information about you?

We collect/obtain your information from you directly (e.g. by asking you to complete this online form, or when you telephone our Customer Services Contact Centre or the Travel Assistance Service)/other agencies/government departments (e.g. the police, Department of Work and Pensions, etc.) or from schools, colleges and other educational establishments.

How will your information be used

Your information will be used to confirm your eligibility/ineligibility for travel assistance and to provide the appropriate level of assistance if you are eligible.

The Legal basis for using your information

The Council collects and uses information about you on the basis that to do so is necessary because of a legal obligation that applies to the Council/to do so is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority. Eligibility for travel assistance is outlined in the Education Act 1996 as amended by the Education and Inspections Act 2006.  It is in the legitimate interests of the Council to process this information to ensure that appropriate assistance is provided.

Where the legal basis is consent of the data subject

The Council collects and uses information about you on the basis that you have given us your consent to do so.  You may withdraw your consent and ask us not to use information about you for the provision of travel assistance by e-mailing and requesting that this information is no longer used.  This will mean that no further travel assistance will be provided.

Where the subject is obliged to provide their information by contract (or their information is necessary to enter into a contract)

The consequences of not providing the information requested are that you will be unable to enter into any contract for the provision of travel assistance with the Council

Who will your information be shared with

We share information for a variety of reasons, such as to provide services to you, for safeguarding and the prevention and detection of crime.  The Council will never sell your information to anyone else, but we may share some of it with other individuals and organisations, including:

  • South Yorkshire Mayoral Combined Authority (SYMCA)
  • Your Councillor
  • Transport Contractors (for example taxi firms)
  • The NHS, GPs and other Medical Professionsals
  • Schools, Colleges and other educational establishments
  • Children’s Social Care
  • Other Local Authorities
  • Other Internal Council teams including, SEND, Behaviour and Attendance, School Admissions, the Licensing Team, Social Care teams, Day Centre staff
We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to.  Sometimes, we may share your information without your knowledge; for example, to prevent or detect crime or benefit fraud

How long will we keep your information?

We will keep your information for a period of  25 years after the closure of the file. For more information on how long your information will be kept please see the Council’s retention schedule:

Your rights

The Data Protection Act 2018 gives you specific rights over your information.  These rights are:

  • to be informed of our use of information about you;
  • of access to information about you;
  • rectify information about you that is inaccurate;
  • to have your information erased (the ‘right to be forgotten’);
  • to restrict how we use information about you;
  • to move your information to a new service provider;
  • to object to how we use information about you;
  • not to have decisions made about you on the basis of automated decision making;
  • to object to direct marketing; and,
  • to complain about anything the Council does with your information (please see the next section).

Some of the rights listed above apply only in certain situations, and some have a limited effect.  Your rights are explained further in the Subject Rights Procedure on our website, as is how to make a request under one or more of them.

You can access information about yourself by making a subject access request at the following page of the Council’s website:

Data Protection Officer (DPO)

The Council is required by law to have a DPO.  The DPO has a number of duties, including:

  • monitoring the Council’s compliance with data protection law;
  • providing expert advice and guidance on data protection;
  • acting as the point of contact for data subjects; and,
  • co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).
The Council’s Data Protection Officer can be contacted at


If you are unhappy with the way in which your information has been handled you should contact the Council’s Data Protection Officer so that we can try and put things right.

Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO).  The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them.  They can be contacted via the methods below:


Telephone:                0303 123 1113

Post:                           Information Commissioner’s Office

                                    Wycliffe House

                                    Water Lane



                                    SK9 5AF


Last updated: 31 May 2024 09:38:54