School/College Transport

The proper handling of personal information by Carmarthenshire County Council is very important to the delivery of our services and maintaining public confidence.

Personal data is any information that relates to a person who can be directly or indirectly identified from the information. The terms ‘information’ and ‘personal data’ are used throughout this privacy notice and have the same meaning.

To ensure that the Council treats personal information correctly, we seek to adhere in full to the requirements of Data Protection legislation.

This privacy notice has therefore been produced to explain as clearly as possible what we do with your personal data.

1. The purpose for which we use your personal data

The information we collect about you will be used for the purposes of:

  • Assessing eligibility for school/college transport
  • Providing school/transport
  • Dealing with appeals against decisions not to provide transport

The legal basis for the processing of your information is to comply with our obligations under the Learner Travel (Wales) Measure 2008.

If you do not give us the information we need when we ask for it, this may result in the Council not being able to provide transport to school or college.

2. What type of information do we use?

We collect the following types of personal data about you to deliver this service:

  • Name of person making the application and the person the application is for, if different
  • Address
  • Pupil/student’s date of birth
  • Gender
  • Telephone number
  • Email address

We may collect the following types of personal data about you to deliver this service, where this is necessary:

  • Bank/payment details
  • Your family composition
  • Religious or philosophical beliefs
  • Your child’s health and any additional needs

CCTV systems are also used on our school/college transport vehicles, which record images in order to keep our passengers safe.

3. Do we use information received from other sources?

To provide this service, we collect information directly from you but also receive information from the following sources:

  • Schools and Colleges
  • Other Local Authorities
  • Other services within Carmarthenshire County Council, such as Education and Council Tax
  • School/College transport contractors who report transport issues to us

When dealing with appeals, we may also obtain information from the Police, where necessary.

The following types of personal data may be obtained, depending on your circumstances:

  •  Name
  • Address
  • Date of birth
  • Gender
  • Unique reference number
  • Telephone number
  • Email address
  • Your family composition
  • Religious or philosophical beliefs

4. Transferring your information abroad

We use Microsoft Office 365 to process our electronic documents under the terms of a strict agreement, which safeguards your information. This personal data is hosted on servers outside the UK, but only in EU countries which are subject to the General Data Protection Regulation.

We don’t transfer any other information about you outside of the UK.

5. Who has access to your information?

We share your information with the following recipients depending on your circumstances:

  • Schools and Colleges
  • Other Local Authorities
  • Other services within the Council, such as Education and Council Tax
  • School/college transport contractors

There are also other specific situations where we may be required to disclose information about you, such as:

  • Where the Council is required to provide the information by law
  • Where disclosing the information is required to prevent or detect a crime
  • Where disclosure is in the vital interests of the person concerned

6. How long we will keep your information

We will keep your information for 6 years after school/college transport ceases, in accordance with the Council’s Retention Guidelines.

7. Your Data Protection rights

You have the right to:

  • Obtain access to the personal data that Carmarthenshire Council is processing about you
  • Have any inaccurate or incomplete information rectified (corrected)
  • Withdraw your consent to processing, where this is the only basis for the processing
  • Make a complaint to the Information Commissioner’s Office (ICO), the independent body in the UK which protects information rights

In some circumstances, you may have the right to:

  • Object to the processing of your personal information
  • The erasure of your personal data
  • Restrict the processing of your personal information
  • Data portability

8. Contact details

For more information regarding this privacy notice and your rights, please contact:

Data Protection Officer
Carmarthenshire County Council
County Hall
SA31 1JP


Contact details for the Information Commissioner’s Office along with further guidance on Data Protection legislation can be found on the ICO website .

Council & Democracy