Privacy Notice

Introduction

LCTS is committed to protecting and respecting your privacy. This Privacy Notice explains what personal data LCTS collects about you, how such data is used and kept up to date, your right of access to your data records, and how to make a complaint about how LCTS uses or processes your personal data.

This Privacy Notice was updated in May 2018. LCTS reserves the right to amend this notice from time to time, and will take appropriate steps to bring any such amendments to your attention.

What Personal Data LCTS Collects About You

LCTS may collect and hold the following data about you, depending on whether you are a service user, a training delegate, an employee or a volunteer:

Name and address.
Telephone number(s).
E-mail address.
Date of birth.
Driving licence details.
Medical condition and history that may affect your ability or entitlement to drive a minibus.
Bank details.
National Insurance Number.
Next of Kin contact.
Data from Disclosure Scotland under the PVG Scheme.
Any other data you choose to give LCTS.

How LCTS Collects Personal Data

LCTS may collect your personal data in any or all of the following processes and/or ways:

Membership application and/or renewal forms.
Driver registration and/or training forms.
Motor accident report forms.
Ad hoc service delivery forms.
Training records.
Job application and/or volunteer registration forms.
Reference request forms.
Next of kin forms.
PAYE records.
Face-to-face meetings.
By e-mail.
By telephone.

How LCTS Uses Personal Data

LCTS may use your personal data to:

Process job and volunteering applications.
Carry out its obligations arising from any contract it enters into with you (e.g. a contract of employment).
Process its membership records, and to enable access to, and payment for, any service it provides.
Establish your entitlement to drive vehicles it operates and to inform you of the training opportunities that are related to maintaining that driving entitlement
To inform you about the services it provides, or is planning to provide.
Notify you of changes to its services.
Seek your views or comments on the services it provides, or is planning to provide.
Send you communications (e.g. newsletters) about its plans, activities, events, employment and volunteering opportunities, and engagement in policy and strategy developments.

If, as a service user, you supply LCTS with personal data relating to your passengers, it is your responsibility to obtain all necessary consents for such data to be given to LCTS. LCTS will not retain such passenger information any longer than is necessary to fulfil the relevant minibus hire(s).

LCTS regularly reviews the periods for which it holds your personal data. In some cases, there will be business and/or legal reasons why your data may need to be held even when you are no longer a service user, employee or volunteer. For example, LCTS has received advice that there are important business reasons for retaining employment records for a period up to five years after the termination of a contract of employment. For legal reasons, payroll records must be retained for seven years. Personal data provided by unsuccessful job or volunteering applicants will normally be retained for a maximum of six months.

These retention periods may be extended if LCTS’s deems it necessary in connection with any relevant legal proceedings or ongoing investigation relating to your personal data.

LCTS will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal data. Records are kept on password protected computers and/or in locked cabinets. When disposed of, your personal data records are shredded.

Your personal data may be shared, for business and/or legal reasons, with:

LCTS’s online accountancy package provider.
LCTS’s electronic booking system provider.
Anyone entitled to it as a result of a court order, or for the purposes of the prevention of fraud or crime.
LCTS’s legal advisors.
LCTS’s wholly owned trading company, Transport Training Skills (UK) Ltd.

LCTS’s trading company has its own Privacy Notice, which can be obtained from the company at: 200 Sir Harry Lauder Road, Edinburgh EH15 2QA

LCTS will not sell or rent your personal data to a third party.

If you are a registered driver with LCTS, your contact details may be shared with other agencies, including (but not limited to):

LCTS’s motor insurer.
The police and other emergency services.
The Community Transport Association (which administers MiDAS)

Your Right of Access

Under certain circumstances, you have the right to:

Request access to your personal data. This enables you to receive a copy of the personal data LCTS holds about you and to check it for accuracy.
Ask LCTS to correct any information that it holds about you which is incorrect or incomplete.
Ask LCTS to delete your personal data from its files and records where there is no business and/or legal reason for it continuing to be held.
Ask LCTS to restrict its use of your personal data (e.g. where you consider such data to be inaccurate).

How to Make a Complaint

If you have any questions about this Privacy Notice, or how LCTS handles your personal data, you can contact the LCTS Managing Director as follows:

By post to LCTS, 200 Sir Harry Lauder Road, Edinburgh, EH15 2QA.
By e-mail to info@lcts.org.uk
By telephone at 0131-669 9959.

You also have the right to make a complaint direct to the UK’s data protection authority: the Information Commissioner’s Office (https://ico.org.uk/)